Administration Officer at Medecins Sans Frontieres (MSF)

Administration Officer at Medecins Sans Frontieres (MSF) – Medecins Sans Frontieres (MSF) Kenya Job Details

About the Role

Medecins Sans Frontieres (MSF) is recruiting a full-time Administration Officer for its Nairobi office. This position sits within the Staff Health and Wellbeing unit and coordinates critical administrative processes that support staff mobility, medical referrals, and operational logistics across the Eastern Africa region. The Administration Officer manages travel arrangements, guest house operations, insurance coordination, and French language support—serving as a bridge between headquarters staff, field teams, and local service providers.

This NGO in Kenya operates in some of the world’s most challenging environments, and the Administration Officer plays a direct role in ensuring staff welfare and operational continuity. You will report to the Head of Staff Health and Wellbeing with functional oversight from the Travel and Admin Team Lead. The role demands strong organizational skills, fluency in both English and French, and experience navigating healthcare and humanitarian settings.

Key Responsibilities

• Coordinate all travel and administrative aspects of medevac and patient referral cases in Nairobi, working alongside the Travel team to ensure smooth processing and documentation.
• Prepare orientation briefings for arriving staff covering visa procedures, local accommodation, currency exchange, shopping resources, and security protocols in coordination with the Administration Support unit.
• Liaise with MSF Sections and Operations Centers to understand and fulfill specific travel requirements and logistical guidance for personnel movements.
• Track and document all travel-related activities, movements, and associated data consistently, while preparing monthly reports in collaboration with the Staff Health Unit team.
• Process per diem requests and expense claims for staff, ensuring timely disbursement and proper documentation alongside Finance oversight.
• Manage medical insurance pre-certification requests through MSH (Medical Services Health), handle hospital admission paperwork, and process provider invoices for payment approval.
• Serve as French interpreter and translator during medical consultations, wellness programs, and healthcare procedures; translate HR documents, consent forms, and medical records between French and English.
• Oversee guest house comfort and logistics, coordinating with Procurement to stock supplies (hygiene items, utilities, internet) and arranging timely repairs of damaged equipment.
• Maintain strict confidentiality of all medical and personal data, applying ethical standards to document handling and patient care.

Requirements & Qualifications

• Fluency in both written and spoken English and French is mandatory for this Administration Officer at Medecins Sans Frontieres (MSF) role.
• Bachelor’s degree in Administration, Business Studies, or equivalent qualification from an accredited institution; a Diploma or Bachelor’s in Nursing or Paramedics is also acceptable.
• Proven experience working in an administrative role within the healthcare sector is highly desirable; prior experience with humanitarian NGOs or international organizations is a significant advantage.
• Proficiency with MS Office tools (PowerPoint, Excel) and solid web navigation skills.
• Strong communication abilities, cross-cultural awareness, and a service-oriented mindset when working with diverse staff.
• Demonstrated commitment to MSF’s humanitarian principles, with high flexibility and ability to manage competing priorities in a fast-moving environment.
• Planning and organizational skills, coupled with initiative to identify solutions and improve administrative processes.

What to Expect

• You will work in a multicultural, mission-driven environment where administrative excellence directly impacts staff safety and operational effectiveness across East Africa.
• The role requires sensitivity to medical and personal information, with regular interaction with international and local staff, healthcare providers, and service vendors.
• This Administration Officer at Medecins Sans Frontieres (MSF) position in Nairobi is open to qualified candidates. Click Apply below to submit your application.