Admin Assistant at Medecins Sans Frontieres (MSF)

Rationale/Objective for Position

The Administration & Travel Assistant is responsible for ensuring effective and efficient support towards service delivery for administrative services relating to staff movement and transit management offered by the MSF EA Office.

Tasks & Responsibilities

Office Administrative Support 

• Process and follow up on all relevant documentation and support for Non-Kenyan staff regarding work permits, visas and any administrative support required.
• Update the non-Kenyan staff file in the HR management system with staff and their dependent legal status.
• In collaboration with the Admin & Travel Officer, ensure a proactive, effective communication and good collaborations with the Regional Protocol office (RPO).

Travel and transit support

• Ensure that all staff and visitors to the office are well informed and briefed on travel information and requirements, prior to and upon arrival.
• Ensure that the briefing information is updated on travel and admin area for staff.
• Support with booking information for travel – through the EAS travel tool, or local external service providers and link with the MSF Sections and OC travel focal points for specific travel requirements.
• Support with administrative facilitation for medical evacuations in the country in terms of facilitation of local movement and communication material, accommodation requirements and bookings.
• Participate in review of local accommodation and hotel requirements with the support of the Finance/facilities/Procurement to ensure specification of administrative needs are considered.
• Per-diem Calculation for MSF EA Visitors and sharing with Finance in good time for payment.
• Consolidating and verification of Taxi bill with the correct budget code before submitting to Finance for payment on a monthly basis.
• Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/other in collaboration with the SHU unit) and contact with Field staff recruited and managed by the office.
• Promote and support the correct use of the documentation, tools and folders in the SharePoint platforms relating to travel information/policy.

Other Responsibilities

• Support HQ HR contracting and on-boarding/orientation and deboarding/exit of staff.
• Provide input during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed.
• Promote and support the development of internal events fostering internal information cohesion and socialization, include team events.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.
• Backup for the Administration and travel officer.

Qualifications

Education

• A Bachelor’s degree or Diploma in Human Resource, Administration, Travel, or an equivalent qualification from a recognized institution.
• Well versed in computerized accounting packages.
• Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

• At least two (2) years’ experience in a similar job, preferable in the non-profit making sector.
• Previous experience with MSF or other humanitarian NGOs is an added advantage.

Competencies

Technical Competencies

• Excellent IT skills

Behavioral/General Competencies

• Ability to communicate and problem-solve effectively across diverse cultures with sensitivity.
• Commitment to MSF’s Principles
• Flexible with working hours.
• Results and Quality Orientation
• Service Orientation
• Planning and Organizing
• Initiative and Innovation
• Teamwork and Cooperation
• Networking and Building Relationships
• Security awareness and Management