Vacancies at Medecins Sans Frontieres (MSF)

Rationale/Objective for Position

The Staff Health Administration Officer is responsible for coordinating office-level and intersectional administrative processes, including travel, transit, and staff movement management. The position ensures that all administrative services related to staff mobility are delivered efficiently and effectively across the Eastern Africa Office.

This position will be hierarchically accountable to the Head of Staff Health and Wellbeing and functionally accountable to the Travel and Admin Team Lead.

Tasks & Responsibilities

Administration

• Responsible for all the travel and administration aspects of medevac and referral cases in Nairobi in collaboration with the Travel team.
• Provide essential information to arriving staff, including visa processes (ETA), local shopping options, currency exchange and security briefings in collaboration with the ASA unit.
• Link with the MSF Sections and OC travel focal points for specific travel requirements and guidance.
• Prepare and update monthly reports in close coordination with the rest of SHU team.
• Ensure all travel-related activities, movements, and key data are consistently tracked and well-documented.
• Ensure timely and clear communication of administrative travel requirements (visas, air tickets), and that the welcome package is shared with staff in advance.
• Book and manage patient transportation (taxis to and from the airport) and provide briefings and support on local movements.
• Review of local accommodation and hotel requirements with the support of the travel/Finance/facilities/Procurement to ensure specification of administrative needs are considered.
• Ensure timely request and Process per diems, claim invoices for staff while ensuring proper documentation.

Medical Insurance and Local service Agreements

• Support MSF staff to request MSH pre-certification for staff requiring hospital admission or planned hospital appointments.
• Assist the EA HQ staff/field staff with insurance-related queries.
• Prepare and dispatch letters of undertaking to healthcare providers (e.g., The Nairobi Hospital, check-up, or vaccination centers), as per request by SHU team.
• Ensure the invoice from service providers is printed, approved and scanned, to the Finance team for Payment.
• Liaise with Ambulance Companies in Nairobi when needed for events, or individual staff health support.

Guest House Management

• Ensure comfort during the stay of the staff and Caregiver in the guest apartment, whilst providing seamless support for basic items, (Hygiene, electricity, water, internet and Gas).
• Coordinate with the Procurement Unit to ensure guest house supplies are ordered and stocked in a timely manner.
• Link with the person responsible to ensure any damage and broken items are fixed in a timely manner.

French Translation and Interpretation

• Assist French-speaking staff during medical consultations and wellness programs to facilitate clear communication with healthcare professionals.
• Ensure the employee understands the risks, benefits, and alternatives of a medical procedure before they sign consent forms.
• Support health officers in delivering sensitive or difficult health information in a way that is culturally appropriate and empathetic.
• Translate HR, health-related forms, consent documents, and medical documents from French to English and vice versa.

Data protection

• Filter and Maintain strict confidentiality of all medical and personal information.
• Uphold ethical standards in all aspects of patient care and document handling.

Other Responsibilities

• Assist in the organization of team events, meetings, and activities.
• Provide input during review/update of SHU HR/Admin policies & procedures
• Prepare handover documents and reports for follow up during absence.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.

Qualifications

Language

• MANDATORY; Fluency in both written and spoken English and French.

Education

• Bachelor’s degree in Administration/Business studies or an equivalent qualification from a recognized institution and Diploma/bachelor’s degree in Nursing, Paramedic.

Experience

• Previous experience in an administrative role within the healthcare sector is highly desirable; experience with other humanitarian NGOs is an added advantage.

Competencies

Technical Competencies

• Knowledge of MS Office Tools (PPT, Excel).
• Web/internet navigation skills.

Behavioral/General Competencies

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Strategic Vision
• Results and Quality Orientation
• Service Orientation
• Planning and Organizing
• Initiative and Innovation
• High level of flexibility.
• Strong communication skills.

go to method of application »

Rationale / Objective for Position

MSF Eastern Africa will host the 2nd Regional Data Protection and Cybersecurity Symposium for Humanitarian Actors under the theme 'From Practice to Impact: Securing Humanitarian Data in a Digital-First Era'. The project assistant will provide dedicated support to ensure successful planning, delivery and reporting of the symposium.

The project assistant will provide end-to-end administrative, logistical, stakeholder engagement, communications and event coordination support to the Data Protection Unit before, during and after the symposium.

This position will be hierarchically and functionally accountable to the Data Protection Advisor.

Tasks & Responsibilities

Planning and Coordination

• Maintain the symposium workplan and tracker.
• Coordinate planning meetings and follow up action points.
• Track budgets, procurement requests and service delivery timelines.
• Maintain risk and issue logs.

Stakeholder Engagement

• Coordinate invitations and registration processes.
• Maintain participant, speaker, sponsor and partner databases.
• Liaise with NGOs, UN agencies, academia and technology partners.
• Support sponsor engagement and follow-up meetings.

Communications and Visibility

• Manage the symposium mailbox.
• Draft participant communications and reminders.
• Coordinate branding materials, speaker biographies and event content.
• Support website, registration and landing page updates.

Logistics and Operations

• Coordinate venue, catering, accommodation and transport arrangements.
• Support registration and participant management.
• Coordinate volunteers, rapporteurs and support staff.
• Track consent management and event data protection requirements.

Program Support

• Coordinate speakers, moderators and panelists.
• Consolidate presentations and session materials.
• Support agenda development and session logistics.
• Track keynote, panel and breakout session readiness.

Documentation and Reporting

• Take minutes and maintain action trackers.
• Coordinate rapporteurs and session reports.
• Support preparation of post-event reports, recommendations and knowledge products.
• Maintain symposium records and archives.

Expected Deliverables

• Updated symposium project plan and tracker.
• Stakeholder database and communications tracker.
• Registration and attendance records.
• Speaker and sponsor management tracker.
• Logistics readiness checklist.
• Daily progress reports during final preparation period.
• Symposium report support package and lessons learned register.
• Post-event participant communication package.

Job Requirements

Qualifications & Education

• Diploma or Degree in Project Management, Events Management, Communications, Business Administration, Information Management or related field.

Experience

• Minimum 2 years' experience supporting conferences, workshops or stakeholder events.
• Experience working with NGOs, humanitarian organizations or development partners is desirable.
• Strong organizational and stakeholder management skills.
• Excellent written and verbal English communication skills.
• Advanced proficiency in Microsoft Office and online collaboration tools.

Competencies

• Excellent planning and coordination.
• Strong attention to detail.
• Ability to manage multiple priorities under tight deadlines.
• Professional communication and diplomacy.
• Problem-solving and initiative.
• Ability to work independently and within multidisciplinary teams.

Performance Indicators

• Planning milestones delivered on time.
• Registration targets achieved.
• Stakeholder communications completed within agreed timelines.
• Event logistics delivered with minimal disruptions.
• Timely completion of reporting and documentation requirements.