Vacancies at Medecins Sans Frontieres (MSF)

Main Purpose

Supporting the Logistics Coordinator through delegated tasks and responsibilities, replacing him/her in his/her absence, and participating and collaborating in the implementation of the logistics strategies and support to the field in accordance with MSF protocols, standards, and procedures in order to enable the development of the mission and optimize the impact of the medical projects.

Accountabilities

• Participating actively in the definition and monitoring of annual project planning and budgets and the Emergency Preparation Plan, defining strategies, and advising the Logistics Coordinator in the translation of the identified needs into objectives, priorities, and resources needed for intervention

• Defining, monitoring, evaluating, and ensuring the implementation of the strategies and activities in the mission of the following activities, as defined in the delegated tasks, according to MSF standards, protocols, and procedures
•  Construction and rehabilitation, transport, ICT, communications, vehicles and engines, equipment, installations and infrastructures, etc. Including the installation and maintenance of functional office space(s) and lodging facilities in an adequate living conditions and all the equipment required as well as the proper use and maintenance of IT computers, soft wares, backups, etc., and the communication tools and means in the mission
• Stock and supply of medical and non-medical materials
• Water, health, and sanitation activities
• Planning, supervising, and implementing, in close coordination with the HR Coordinator, the associated processes (recruitment, training, briefing/debriefing, performance evaluation, detection of potential, development, and internal communication) of the staff under his/her responsibility in order to ensure both the sizing and amount of knowledge required
• Ensuring technical support to his/her team as well as, Mombasa and SKID, and to all other teams in the mission
• Defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification, and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, performing day-to-day monitoring of the application of security rules and reporting to the HoM of any problem
• Representing MSF in meetings with Authorities and other NGOs at the request of the Logistics Coordinator
•  Performing tasks delegated by the Logistics Coordinator, as specified in his/her job description

Operational support

• Draft and review the SOPs, CSPs, and standardization of any technical family and validate them with Logistics Coordinator and Operational department.
• Guarantee the safety and security implementation, and well-being of both, colleagues and beneficiaries within our premises and supported structures as per the MSF standards and requirements (in relation to IPC, hygiene, security, and accessibility).
• Award guidance in the budget preparedness for both, Mid Year Review  and Plan Of Action, and all the means for the preparation of any technical activity are reviewed accordingly (fundamentals, BLS).
• Liaise with Logistics  supervisor and manager, to maintain accurate tracking and updating of TMS as related to all assets, and also ensure the efficiency of the TMF.
• Foresee the integration of the planetary health approach into the technical families, mainly the motorized fleet, energy, and Wash management.
• Oversee the administration management of the motorized fleet in collaboration with SKID and the RPO (regional Protocol Office).
• Pursue the project monthly report analysis, the progress and technical aspects of the work, to provide guidance to the field team.
• Ensure the EPREP logistics storage fits the medical scenarios (cholera, measles, dengue, natural hazards floods, IDPs) related to the mission context, and guarantee its replenishment upon each intervention’s closure, when required by LogCo.

HR

• Advise, coach, and supervise the technical team (ISS, GIS, Log Supervisor, and Wash manager), including the logistics team of Mombasa and SKID
•  Undertake and validate any HR structural change within the supervised logistics team (creation or removal of any position) as per the workload of the project/mission.
• Participate in the drafting of any administrative documents and processes (recruitment, MI, JD, objectives, and appraisals) for the team under his/her supervision.

Applied security

• In collaboration with the logistics  at the project, all passive and active security means are implemented, controlled, and adapted to the context at any time given as per our PSSP and MSSP.
• Followup all security changes into the context and report to LogCo and Ops to strengthen operational strategic plans and also the contingency, hibernation, and evacuation plans when essential.
• Act as the security lead person in the absence of the LogCo to guarantee the progress of the operations while reducing the risks, and to brief new colleagues.

Requirements

• Education: Essential technical/logistics degree/diploma
• Experience: • Essential working experience of at least two years in relevant jobs experience with MSF or other NGOs in developing countries
• Languages: English and Swahili
• Knowledge: Essential computer literacy (word, excel, ERP and internet)

Competencies:

• Strategic Vision L2
• Leadership L2
• eople Management and Development L3
• Service and Orientation L3
• Teamwork and Cooperation L4

Please submit your application by 3rd June 2024

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Objective of the Position:

In close collaboration with the HoM/Emco and the Medical Department, defining and implementing the medical strategy of the mission. Being responsible for the planning and coordination of all medical activities and resources in the mission, according to MSF’s charter, policies, and ethical principles with consideration of international and national laws, in order to ensure the delivery of quality medical care for patients and their communities as well as to improve the health condition and humanitarian living conditions of the target population.

Tasks & Responsibilities:

In collaboration with the other MSF team members:

• Being responsible for defining, monitoring and updating the medical content of the MSF country policy, medical strategy, annual plan and budget, translating the identified health needs into a medical strategic vision and project objectives, priorities and resources needed in order to cover the medical and humanitarian needs of the population at risk, and ensuring that the objectives and goals set in the Mission’s annual plan, CPP and project plans are achieved.
• Being overall responsible for the appropriateness and quality of medical interventions conducted by MSF projects and being expected to identify and work on removing barriers to better patient safety, effective medical care, and better patient-centred activities.
• Continuously monitoring the medical and humanitarian needs in the Mission country through exploratory missions, the use of health information systems, monitoring and reviewing project proposals, determining necessary resources in order to cover medical and humanitarian needs of the population at risk.
• Being responsible for the supervision and monitoring of the medical technical aspects, humanitarian needs and in coordination with the e-Logistics Coordinator, the material aspects of the programmes through regular field visits, analysing difficulties during the implementation and reporting deviations as they appear, in order to proactively provide the necessary solutions and achieve operational results.
• In close collaboration with the e-HR Coordinator, participating in the planning, definition and sizing of the health-workforce in the mission and supervising the associated processes (recruitment, validation of medical staff, training/induction, evaluation, potential detection, development and communication). Coaching and directly supporting project coordinators and medical teams in the implementation of the medical activities.
• Together with the e-HR Coordinator, defining, updating and implementing the Mission’s Health and Safety Policy Framework including medical insurance, social packages and repatriation policy. Ensuring the guarantee of the highest possible level of medical related security issues (mental and physical health and safety in the workplace) and monitoring the psychological status of all Mission’s staff, suggesting solutions to help improve mental health.
• Being responsible for defining and sizing other resources (pharmacy and medical equipment management in collaboration with logistics) and timelines, procedures and protocols. Ensuring preparation of all medical orders in collaboration with the Logistics Department and the submission of all medical purchase requests to HQ. Being accountable for the proper management of the pharmacy in the Mission, including projects.
• Providing reports on the mission’s evolution from the medical perspective, as required, and is responsible for the Medical Library of the Mission. Informing the medical field staff of all materials available, and keeping all medical documents updated in the database.
• Representing MSF before local medical authorities and keeping regular contact with other counterparts in the mission (NGOs, local organizations, donors, authorities) in order to broaden the medical-humanitarian situation analysis, strengthening the impact of the medical intervention and supporting advocacy actions to raise humanitarian awareness.

Emergency preparedness, Assessment and Networking tasks

• Provide Leadership on Quality Standard of Medical strategy while supporting the PMR at field level.
• CO- Lead the Emergency Strategic Planning, Formulation and implementation in collaboration with the CEST. Together with the coordination team, Preparation and planning for Explo/ Assessment visit including drafting of TOR and being part of the Explo team.
• Develop and monitor detailed operational plans for all emergency response activities in accordance to strategic implementation plan for each scenario and any innovative approaches.
• Provide continuous analysis and monitoring of medical operational context while prioritizing geographical areas for assessment and response to enusre pertinence, relevance and impactful Medical strategy.
• Together with HOM/Emco, Evaluating the progress and outcomes of activities to ensure that objectives are achieved and reporting to HQ.
• Being responsible of the Surveillance and investigation of alerts is continuous before, during and after the Intervention.
• Coordination with other actors (UN, INGO) to ensure coherence of response, use of correct tools, development of new tools as needed
• Ensure attendance to TWG at national level and keep comprehensive network strategy with all Emergency Actors.

During an emergency intervention (the following task can also be undertaken by the e-FinCo, e-LogCo or HoM/EMCo)

• Coordinate and supervise the intervention at field level and provide leadership to the ERT in collaboration with PMR.
• Coach and support the ERT under her/his management to achieve their tasks and ensure the team receive the support needed on time.
• With the support of HOM/Emco and the collaboration with ERT and Local authorities, provide a stakeholder analysis for advocac y purpose.
• Is responsible for resources management (HR, Finance, supplies) including budget monitoring and wellbeing of the staff (ERT + Locally hired Staff)
• Continuous analyze and monitoring of the context of intervention and propose in collaboration with PMR an adaptation of the strategy and/or a need assessment in the area of intervention.
• Daily sitrep at the start of intervention and then weekly. Ensure regular debriefings with the team on ground and the CST.
• In collaboration with HOM/Emco, Ensure the security and safety guideline adapted to the context is updated and known by the staff, Propose coherent contingency plan to the CES-TL for approval.
• Ensure the proper coordination of the emergency at county level through attending all meetings organized by actors and MOH and propose the MSF expertise for effective and efficient response coordination.

Qualifications & Requirements:

Education:

• Essential, degree in medicine or other paramedical studies. Specialization in tropical medicine or a degree in Public Health would be an asset.
• Desirable: Training in PSP, REPEPI and PCC.

Experience:

• Essential, working experience of at least two years in relevant jobs and previous humanitarian experience in MSF or other NGOs in developing countries.
• Essential: 2 + years of relevant experience in a managerial and leadership role related to emergency preparedness and response, in humanitarian settings either in MSF or other NGOs.
• MSF experience as PMR/Medco/Dep Medco is essential

Knowledge:

• Essential computer literacy (word, excel and internet).
• Desirable: knowledge of DHIS2, QGIS, Osmand, KoboCollect.

Competences:

• Strategic Vision L2
• Leadership L2
• People Management and Development L3
• Service Orientation L3
• Teamwork and Cooperation L4
• Ability to multitask including planning and implementation processes within a highly demanding and fast-paced environment
• Excellent presentation and communication skills, with emphasis on writing skills

Language:

• Proficiency in written and oral English & Kiswahili.

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

The HR Coordinator
Médecins Sans Frontières Belgium (Kenya)

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Objective of the Position:

Planning, coordinating and monitoring all logistics related activities in the project or capital and providing support to medical assistance
activities, according to MSF protocols and standards in order to ensure an optimal running of the project.

Tasks & Responsibilities:

• Assisting the Project Coordinator or E-Logistics Coordinator in the definition and follow-up of logistics activities in the project or capital,
• in conjunction with other medical project managers in order to identify and give a response to the needs of the targeted population
• Ensuring and monitoring the implementation of logistics/technical activities in the project / capital including the following:
  • Logistics: (construction, transport of goods and staff, ICT & communications, water and sanitation, vehicles and engines,
  • equipment/installation and infrastructures, communications, installation and maintenance of functional office space(s) and lodging
  • facilities for international staff in adequate living conditions)
  • WHS: implementation of water, health and sanitation activities.
  • Supply: implementation and maintenance of an appropriate supply chain for the project
• Implementing all administrative related activities linked to logistics (orders, insurances, vehicle contracts, etc.).
• Participating in the planning and implementation, together with the E-Logistics Coordinator, the Project Coordinator and the E-HR
• Coordinator, the HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development
• and communication) of the logistics staff in the project / capital in order to ensure both the sizing and the amount of knowledge required
• to correctly perform all logistics activities.
• Ensuring technical reference for all logistics/technical issues in the project and providing coaching to logistics staff under his/her
• responsibility. Ensuring all staff in the Project is properly briefed about use of communication tools (handsets, HF/VHF, etc.).
• Defining and monitoring technical aspects of the project risk reduction policy, transport, communication, protection, identification and
• preparation of the technical aspects of the project security policy and guidelines, evacuation plan and contingency plan, performing
• day-to day monitoring of the application of security rules and reporting to the Project Coordinator any problem that may arise. For this
• purpose, the Logistics Manager will have to create an appropriate environment to facilitate security exchange of information.
• Participating in monthly reports according to guidelines
• Assist the e-Logistics Coordinator to prepare before emergency assessment and after intervention.
• Carrying out assessment and feasibility studies in the field to provide line managers with alternatives and possible solutions to
• infrastructure challenges in the area of specialization e.g. installing / building / implementing. Liaising directly with the staff to identify
• the project needs and managing response and prioritization of requests
• Organizing and supervising the fleet of vehicles in the coordination base (driver's schedules, vehicles maintenance, vehicles
• registration and insurance, fuel consumptions, etc.), in order to ensure coping with the transportation and movement needs.
• Supervise all Maintenance activities, of MSF OCB premises and health facilities and support on the day-to-day work when needed.
• Evaluate the needs of the consumable materials for the offices and houses and replenish accordingly.
• Ensure all service providers at capital level “Internet, telecommunication, VTS and office accessories”
• He/she is Backup for the e-Logistics Coordinator.

The position holder may be asked to take up additional duties/ hold another position for purposes of Emergency Intervention

Qualifications & Requirements:

Education:

• Essential secondary education and technical diploma or technical university degree, preferably as an engineer.

Experience:

• Essential at least two years of working experience in logistics related activities. Desirable previous experience with MSF or other NGOs, and working experience in developing countries
• Essential, working experience of at least two years in relevant jobs and previous humanitarian experience in MSF or other NGOs in developing
• Desirable : Experience in Emergency explo visit and intervention.

Knowledge:

• Essential computer literacy (word, excel and internet).

Competences:

• People Management and Development L2
• Commitment to MSF Principles L2
• Behavioural Flexibility L3
• Results and Quality Orientation L3
• Teamwork and Cooperation L3

Language:

• Proficiency in written and oral English & Kiswahili is desirable.

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

The HR Coordinator

Médecins Sans Frontières Belgium (Kenya)

Deadline for application: 29th May 2024