Vacancies at Medecins Sans Frontieres (MSF)

CONTEXT AND GENERAL OBJECTIVE OF THE POST

The Logistics Technical Unit (LogTech) is part of the Logistics and Supply Chain department and consists of supporting the missions of MSF OCBA regarding their logistics’ needs. The unit comprises a diverse expertise, to ensure that it can support all different aspects of MSF´s logistics for both regular missions and emergency interventions: construction, shelter, fleet, energy, facility and cold chain management, general and biomedical equipment management and WHS (water, hygiene, sanitation, and vector control). The focus of the unit is to ensure appropriate support and guidance to MSF OCBA’s missions regarding their logistics, in collaboration with other relevant departments/units (operations, medical, financial, projects & IT…). The Watsan team is growing in terms of both number of staff members and support functions assumed. It has recently defined an ambitious improvement agenda for the coming years, comprising all relevant aspects of WHS and VC e.g., processes, continuous improvement, emergency response, collaboration with the field, new surveillance, and monitoring systems, integration, and analysis into medical data system…

Accountable hierarchical and functionally to the Watsan Technical Referent, the WATSAN OFFICER’s main objective is to help in the deployment and implementation of the Water, Sanitation and Hygiene projects, subprojects, policies, strategies, and procedures of the organization programmes in region covered by Nairobi office. The aim of this position is to facilitate and boost the field staff capacity in terms of Watsan and reach Watsan standards in our projects and interventions in DMC sites and communities.

The WATSAN OFFICER by nature of the work will involve visits to the field, followed by backup work on these countries’ subprojects. Other work includes specific dossiers on subjects aligned with 2024 AP priorities, and eventually, responses to emergencies.

RESPONSIBILITIES AND MAIN TASKS

Main Purpose

• Support on the implementation and monitoring of Watsan field community subprojects/projects and strategies for the countries of his/her region. Assisting to the evaluation of the impact of the projects.
• Support on developing network and knowledge of the Watsan local actors (institutions, training centres, suppliers etc., as relevant) at Nairobi level
• S/he will be based 60% in the field (shared between the missions) and the rest in Nairobi, from where s/he will be following up some key field projects.
• Drafting synthetic visit reports
• S/he will get technical support from the Watsan Team, and direct assistance from the Watsan Referent based in Nairobi.

Dossiers:The job is structured around 3 main lines of work:

Follow up of specific field projects & subprojects.

• Support the teams on defining and implementing community watsan project activities that respond to the communities needs and accompany our medical interventions.
• Ensure the watsan community projects follow a People Centred approach, in which the community has highly been involved in the definition and the implementation of the project.
• Support the teams on defining the indicators to be followed and monitored in the community activities and how to be compiled and recorded.
• Compiling and analyzing statistical and monitoring data of Watsan activities of the portfolio missions and guide the team accordingly, to capitalize upon the impact of the interventions.
• Ensure the use of Health Monitoring Information System (HMIS) to compile the indicators of the projects.
• Think on innovative ways of working and supporting the teams that bridge remote working in this security challenged areas.
• Train the teams on how to best follow and implement community Watsan projects.
• Support completion of the training package on prevention of diarrheal diseases in communities.
• To contribute to development of a training package for preventing malaria (and other vector borne diseases) within communities.
• Contribute to the development of a visual toolbox for mother and child WASH practices.

Water provision and people dignity

• Contribute with the field teams on conducting Watsan assessments, Watsan data analyses and proposals (this could include the use of online platforms for assessments, like Solstice).
• Support the mission in the drafting of Watsan subprojects aligned with OCBA 2022 priorities (focus on water provision) and the 2024 AP objectives for implementing missions.
• Propose innovative solutions or add to the existing solutions of water provision in emergencies for different communities in the region (i.e., kits for hand pumps maintenance and repair…)
• Technical support for deploying water provision, and eventually, developing water provision lobby tool and follow up, in case of need.
• Support the missions in establishment and capacity building of water users’ committees.

Transversal dossiers

• Waste Management. There is a growing interest and priority in the house to ensure proper management of hospital waste (hazardous waste and hospital waste (liquid/solid) as to minimize the environmental health impact our projects have and reducing in the coming years MSF carbon footprint. In these lines, the position will assist on:
• Skimming for regional solutions on hazardous waste management
• Supporting the field teams to embrace waste management policies in the countries of visit.
• Punctually supporting on the implementation of wastewater treatment solutions.
• Networking. Nairobi is a humanitarian hub that gathers NGO’s, training, and academic institutions and private compagnies closely related to the field of water and sanitation. Along with the Technical Referent, he/she will be boosting the creation of a network of contacts so our operations further benefit from possible partnerships and innovations presents in the region.
• Basics of the basics. Our health facilities need to ensure proper water supply and segregation is followed and monitored consistently. The Watsan Officer might be required to follow up and assist the visited projects that this monitoring and follow up is done properly.

Other Responsibilities:

• The responsibilities of the officer mostly lie within the East and Horn of Africa Region, but some circumstances might expand this support beyond the region.
• The WATSAN OFFICER, when not in the field, will support the Watsan Technical referent according to the specific needs.

SELECTION CRITERIA

• Technical education related to water and sanitation.
• Capacity to understand and analyze the links between morbidities and Watsan conditions, and experience in specific programs that involve a link between Watsan related morbidities.
• At least 2 years of WaSH experience in the field
• Experience working at community level, with community engagement in terms of water and sanitation is a plus.
• Previous field experience with MSF in Watsan is a plus.
• Good understanding of computers and new technologies
• Experience in training of staff
• Good written and oral communications skills
• Ability to set priorities and organize his/her own work.
• Fluent written and spoken English and French or/and Portuguese is an added asset.
• Ability to work in remote and stressful context with reduced amenities during field visits.
• Flexibility and ability to adjust to rapidly changing contexts and plans.

Closing date: February 21th, 2024, 23:59 CET (Central European Time)

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Rationale/Objective for Position

The Office Human Resourcesand Administrative Manager is responsible for contributing to the development, review and leading the implementation of HR and administrative policies and procedures of the office, ensuring compliance with the local Kenyan Legal frame and adhering to other global standards and requirements for staff management as an institutional office, through active link with other MSF offices globally.

The job holder is also responsible for leading the Office HR Administration Team in coordinating and supporting global operational, administration and hosting needs in both HQ and MSF Movement.

Tasks & Responsibilities

Strategic Responsibilities

• Contribute and actively participate in the development, implementation, and execution of MSF EA’s HR & Administration strategy.
• Develop and implement Administration, Travel and Movement Policies aligned to the Section’s Vision and Global MSF Movement with enhanced mutualization and collaborations..

Technical and Operational Responsibilities

HR Planning, Management, Reporting and Communication

• Lead and coordinate end-to-end HR Administration and travel Management processes for all staff including hosted staff.
• Develop, Implement, and communicate hosting, administration and travel policies and guides with the guidance of the Head of HR and Administration.
• Develop, review, and implement performance management systems for the section with the guidance of the Head of HR.
• Actively contribute and participate in the HR annual plan and give inputs to the Head of HR and Administration in development of the HR unit in line with the HR strategy.
• Contribute and participate in the development, implementation, and execution of MSF EA’s HR and administrative policies.
• Act as ‘Account & Process Owner’ (technical manager) of the office Human Resources Information System (Odoo, dynamics etc).
• Provide the Head of HR and Administration; and management with relevant reports/metrics on staff data and indicators for reporting and decision making and ensure proper follow-up for staff in the HRIS.
• Provide support to supervisors or any other staff on HR policies and procedures, including grievances, disciplinary matters, and other HR-related issues, within the legal framework of the EAS.
• Ensure exit interviews are conducted for staff prior to their departure and give feedback to the relevant Unit Head.
• Follow up on employees’ claims and keep the Head of HR and Administration informed at any time.
• Support the Head of HR and Administration with any global HR initiatives for the office.
• Identify opportunities for engagement through mutualization with the hosted MSF entities by organizing information sharing, support in relation to administration, travel and movement management within/outside the Eastern Africa region.
• Contribute to and implement staff health, learning, recruitment and rewards initiatives and policies within the Section.

Orientation

• Support in the development and implementation of guidelines/frame for HR induction for all new staff and ensure that all staff are aware of HR policies and procedure.

Administration

• Responsible for administrative contracts and ensure that legal considerations are considered and applied to mitigate risks.
• Link with all offices on all aspects of staff contracting and administration, and ensure all contracts comply with the requirements of the office and Legal frames (Kenyan staff, non-Kenyan staff, Hosted positions).
• Review the monthly office Payroll and ensure proper management and application of the Legal and EAS employment frame on remuneration and rewards for all category of staff. Oversee the implementation of all insurance contracts for staff in the office as required by the law and health policy and guidelines.
• Ensure an efficient filing system of all physical and electronic administrative files, granting strict confidentiality of employees’ personal files and other administrative private documents.

Travel, Admin and Movement Management

• Accountable and Responsible for Management, Coordination of Travel Movements for all staff based at the EA Office ensuring clear Processes and procedures are in place.
• Ensure legal working status for staff and dependents in the country by ensuring valid working documents and information are available on time.
• Act as the focal person for hosting external training and meetings advising the entities and identifying the right resources to support.
• Actively participate and collaborate with the Regional Protocol Office and ensure implementation of legal protocol and initiatives for compliance with the HCA (Host Country Agreement)

Other Responsibilities

• As a member of the Occupational Safety and Health Committee (OSH) and HR representative in the committee and ensure all safety and health issues are considered for staff and reflected in policies.
• Ensure that Global Data Protection Regulation (GDPR) and Protection of Personal Information Act is applied in all HR & administrative and travel policies & processes of the Office, in compliance with local and international requirements.
• Plan, direct, supervise, and coordinate work activities of the HR, Admin & Travel team. 
• Mentor and coach, the office HR and Admin team.

Qualifications

Education

• A Bachelor’s degree in Human Resource Management, Administration, or an equivalent qualification from a recognized institution.
• Knowledge of HR functions (payroll & benefits, recruitment, training & development, etc.)
• Knowledge and understanding of Kenyan labour laws and disciplinary procedures.
• Membership in a Professional HR Body is an added advantage. 
• Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

• At least five (5) years of experience in HR/administration, with proven experience in people management.
• Experience implementing Human Resource Management Systems, Tools and Processes.
• Experience with MSF or other humanitarian NGOs is an added advantage. 

Competencies

Technical Competencies

• Communication, negotiation, and conflict management skills.
• Strong interpersonal, facilitation and presentation skills.
• Excellent IT skills.

Behavioral/General Competencies

• Objectivity and critical thinking
• People Management Skills
• Proven leadership skills
• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Strategic Vision
• Results and Quality Orientation
• Service Orientation
• Planning and Organizing
• Initiative and Innovation
• Teamwork and Cooperation
• Networking and Building Relationships

The closing date for applications is on 21st February 2024

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GENERAL OBJECTIVE AND JOB ENVIROMENT

The Accountancy Service is part of the Finance Department, and currently is composed by 10 employees. This service comprises the Field Accountancy area and the General Accounting area, in MSF OCBA. The main objective of this service is to guarantee the reliability of the financial statements of the organization and to define the financial-accounting policies agreed with Finance Direction. To obtain that is necessary the management of accounting processes and control in the Field, HQ and any other MSF OCBA entity to ensure the accountability at financial-accounting level.

The Accountancy Technical Referent is part of the Field Accountancy area, and she is accountable to the Field Accountancy Coordinator. The Field Accounting area guarantee the reliability of the accountancy in MSF OCBA missions and ensures the accounting support to regular and emergency missions.

The main objective of this position is, in one hand, to guarantee the implementation of the accounting directions and regulations set by Finance Department to ensure field management accounts are complied with, and in other hand, to monitor and support a portfolio of MSF OCBA missions regarding the accountancy management, while being functionally responsible for the Accounting Mangers in those missions (regular and emergency missions). Apart from, the Accountancy Technical Referent participates in (non-specific) efforts related with field accountancy management optimization, IT systems development and functional ownership, as well as development of accountancy management procedures and trainings for all finance staff in the field. This position can be based in any OCBA hub.

RESPONSABILITIES AND MAIN TASKS:

Finance-Accounting Policies and procedures implementation in OCBA missions

• Responsible for carrying out the appropriate actions to implement the MSF OCBA Financial-Accounting Policies in the field involving complying with accounting principles and regulations in order to guarantee the fulfilment of the principles of transparency and accountability and the accounting regulations set by MSF OCBA for field accounting management purposes.
• Guarantee and monitor coherence and reliability for accounting records of the mission under his/her responsibility, ensuring respect for accounting and management processes and for the existing Financial-Accounting Policies.
• Carries out financial internal controls and audits of the missions/projects she/he oversees.
• Collaboration in the definition of MSF OCBA financial –accounting procedures. Elaboration and update of procedure documentation.
• Proactively identify and/or anticipate areas of improvements, work methodology, challenges and financial risks in his/her area of expertise.

Field Support and Monitoring

• Functionally responsible of the Accounting Managers (ACMAs) included in her/his portfolio of regular and emergency OCBA missions.
• Provide guidance and technical support to the Accounting Mangers for accounting management processes, monitoring entry data in accountancy systems with guidance in complex accounting registration. Ensure coherence between the data coming from the missions and MSF’s general accounts ensuring accountability and transparency.
• Provide guidance and technical support to the missions under her/his portfolio to ensure an appropriate support documentation of the accounting registers and an appropriate storage and archiving of these documents.
• Collaborate and provide guidance in the managerial skills development and career development of the ACMAs with special focus to the PMS process (Performance Management System).
•  Responsible of Briefing/Debriefing in the accounting frame and tools for field financial positions as ACMAs and Financial Coordinators (Fincos). If needed, also Financial Admins and any other position required (direct contact with pool management to detect new admissions to be briefed).
• Supervise field monthly and annual closings of mission’s accounting being the internal controls and mechanisms under her/his responsibility.
• Supervise and follow up accounting deadlines in order to ensure that these are met by the mission. Propose solutions to the mission to achieve the deadlines.
• Regularly monitors accounting KPI’s. Actions taken and report to team involved (Finoco, Finco, Acma, ….) if needed.
• Collaborate in the recruitment process of a new Acma together with the mission.
• Availability for field visits, if needed 2 times /year.

System –functional ownership and development

• Focal point of accounting IT tools for the OCBA missions included in her/his portfolio.
• Functional ownership of accounting management IT tools with capacity to be involved in new developments.

Procedures and training

• Providing training regarding Financial-Accounting Policies, accounting tools and procedures to the Accounting Managers and Fincos and collaborate to facilitate that the rest of the field accounting team receives the adequate trainings. 
• Proactive collaboration in the development of accountancy training materials and written procedures regarding MSF OCBA accountancy.
• Proactive collaboration in workshops and webinars regarding MSF OCBA accountancy in the finance-accountancy OCBA scope with special focus in the inclusion of field accounting teams. Participation, if needed, in PPD financial part and any other OCBA training.

 Optimization of MSF OCBA accountancy management

• Collaboration in the definition of optimization priorities in the frame of a continuous follow up of the missions looking for simplicity and efficiency.
• Data base analysis with the aim of identifying potential improvements in that sense.

 Coordination with other Units/Departments

• Daily working with colleagues in the Accountancy, Treasury and Management Control Services regarding methodology, planning and organization and follow up action plans.
• Continuous collaboration with the Operational Finance Unit (Finop) and specifically with each Finoco in the frame of each financial mission follow up of her/his portfolio. 
• Proactive collaboration with colleagues from other functional departments (medical, HR, supply, logistics, operations) regarding collaborative topics and working groups in cross-projects.
• Participation in intersectional platform representing OCBA Field Accountancy area if needed.

SELECTION CRITERIA

• Desirable higher degree in Business Administration, Economics or similar.
• At least 1 year of MSF field experience, in financial department as Accounting Manager and/or Financial Coordinator or ACTER.
• Experience of minimum 2 years in a similar position in Finances Departments of large organizations or companies. 
• Languages: professional level of English is a must. Spanish and French will be a very valuable asset
• Advanced knowledge of Microsoft Office.
• Knowledge of ERP systems and highly desirable good command of FFC tool.

Closing date: February 18th, 2024, 23:59 CET (Central European Time)

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Rationale/Objective for Position

In the initial 12-month period, the IT Project Manager will support the IT & Facilities Coordinator in advancing MSF Eastern Africa's digital transformation initiatives. While primarily focusing on supporting the implementation of a robust ERP system, the role also encompasses active involvement in other digital transformation projects. These initiatives collectively aim to enhance operational efficiency, streamline processes, and fortify the organization's readiness to achieve its future operational ambitions. The short-term goals contribute significantly to the broader vision of operational excellence and resilience through strategic IT interventions. 

Tasks & Responsibilities

• Define project scope and objectives collaboratively with the ERP steering committee, ensuring technical feasibility based on recommendations from the IT team.
• Develop project plans and teamwork assignments and monitor work efforts daily, identify resource needs and perform quality reviews.
• Develop and maintain comprehensive project documentation, including business cases, project briefs, etc.
• Have a full understanding of the business requirements, project stakes, benefits, constraints, and interdependencies.
• Facilitate and coordinate planning sessions and team meetings to foster effective collaboration.
• Track key project milestones and adjust project plans and/or resources to meet the needs of stakeholders.
• Build and sustain effective working relationships with project stakeholders, actively managing expectations.
• Monitor and control plans, risk logs, quality standards, deliverables, and dependencies.
• Escalate functional, quality and timeline issues appropriately.
• Establish an effective change management strategy to ensure the successful adaptation of the ERP system and other solutions.
• Ensure proper administrative closure and handover to relevant stakeholders.
• Manage internal stakeholder relationships by establishing robust partnerships, particularly within the Finance, HR, Comms & Fundraising departments.

Qualifications

Education

• University Degree in Business, Computer Science, Information Technology, or a related field.

Experience

• At least 5 years’ experience in business process automation.
• At least 3 years of project management experience in ERPs (preferably implementation of Microsoft Dynamics 365 Business Central ERP or similar applications), new enterprise applications and other technology solutions.
• Knowledge of IT project management principles and methodologies. PMP certification is a plus.
• Experience with MSF or other NGOs in similar contexts is a plus.

Competencies

• Mastering of agile and hybrid project management tools and methodologies.
• Very good understanding of Microsoft Dynamics 365 BC, Web Development technologies, Data Management and Digitalization of manual processes, familiarity with application development and deployment process.
• Ability to report to the Steering Committee, including fine Report writing and Presentation skills
• Requirements collection and prioritization
• Highly literate in Microsoft Office tools: PowerPoint, Excel, SharePoint, Teams
• Capacity to use Microsoft Project is a plus
• Excellent interpersonal, communication and negotiation skills
• Resilient, excellent time management, multi-tasking and prioritization skills
• Excellent administrative and organizational skills and an eye for details
• Demonstrated ability to establish and maintain effective relationships with key stakeholders (transversally & remotely)
• Well-developed multicultural awareness and ability to work under pressure in a challenging environment
• Motivation and interest to work within humanitarian domain and MSF 

The closing date for applications is on 13th February 2024

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Tasks & Responsibilities

She/he will perform the following main tasks, among others:

• In collaboration with the Project Coordinator/ Emergency Response Coordinator and the rest of team, the D/Emergency Coordinator and MoH partners, defines, implements and monitors medical activities, according to MSF project plans, standards and protocols.
• Participates in exploratory missions, situation assessments (defining medical operational priorities when needed) and the development of the project policy, annual plan, budget review and project proposal and reports to donors. Ensures regular contact with MoH and other local medical actors.
• Responsible for the medical data collection, analysis and reporting to the D/Emergency Coordination in the capital in order to ensure a proper monitoring of the program/ emergency intervention.
• Provides technical support to medical personnel in the field through self-knowledge and policies, ensuring compliance with the protocols of MSF medical activities.
• Coordinates, supervises, coaches, supports and evaluates the Medical team members’ performance to improve the medical component of the project/ Emergency intervention while ensuring compliance with MSF protocols and standards as wellas MoH protocols.
• Plans and supervises, in close coordination with the Project Coordinator/ Emergency Response Coordinator, the associated processes (recruitment, training, induction, performance evaluation, development and internal / external communication) of the medical staff of the project/ Emergency intervention in order to ensure both the sizing and the amount of knowledge required and improve staff capabilities.
• Supervises an efficient management of the MSF field pharmacy and medical equipment, in collaboration with the Logistics department and project biomedical service and in consideration of program directions and protocol changes. Monitors consumption and preparation of medical orders to provide drugs, medical materials, medical devices and consumables at all circumstances and avoid stock shortage.
• Implements the health policy for international and national staff, providing all prophylactic and preventive necessary measures, structures and emergency plans, managing any medical evacuation in order to ensure MSF staff health.
• Work closely with D/Emergency Coordinator during preparedness, surveillance and response phase of an emergency to ensure quality standard of the medical and humanitarian intervention.
• Continuously link with the Epidemiologist on data quality and surveillance activities.

Qualifications & Requirements

• Education:  Medical doctor or paramedical degree. Desirable specialization or training in Emergency 
• Experience: Essential 2 years working experience in paramedics and previous MSF field experience. At least 2 years’ experience in a managerial and leadership role, in emergency preparedness and response activities. Desirable: Medical Team Leader (MTL) or experienced Medical Activity Manager (MAM) or experience PMR experience and Project Management Course.
• Skills/ Competences: People Management and Coaching skills; Planning and organization; Strategic; Flexibility & adaptability; Results and Quality Orientation; Teamwork; Commitment to MSF Principles; Culturally Sensitive.
• Knowledge: Computer literate (MS Office Suite).
• Language: Proficiency in written and oral English & Kiswahili.

Applicants MUST be Kenyan nationals and have the necessary statutory documents (ID, NSSF, NHIF and a PIN certificate). Candidates meeting the above qualifications are requested ONLY to submit a motivation letter and an updated curriculum vitae as a single file (in pdf format), mentioning on the subject email line:  “Project Medical Referent”, to:

The HR Coordinator
Medecins Sans Frontieres (Belgium) Nairobi, Kenya

Application deadline: 24th February 2024