Secretary
Duty Station: Nairobi, Kenya
Duration: One year,
renewable based on performance
Médecins Sans Frontières
(MSF) is an independent international medical humanitarian organization
providing assistance to people affected by armed conflicts, epidemics, natural
or non-natural disasters or persons excluded from access to health care. The organization
has projects in more than 68 countries.
MSF is looking to
fill the position of a Secretary, based in Nairobi. The successful candidate
reports to the HR and Finance Coordinator.
Objective of the
Position:
Perform secretarial
administrative activities according to the instructions of the supervisor and
MSF rules and protocols to ensure efficient administrative support to MSF
office staff.
Responsibilities include, but are not
limited to:
- Manage
the Front Office:
Handle all incoming and outgoing calls. Oversee the use of the photocopier
and scanner machines, providing instruction and assistance as needed and
reporting any problems with the equipment to the Logistics Manager. Daily
mail collection and distribution of letters and other information to the
department mail boxes.
- Travel
and Visitor Assistance:
Welcome all visitors to the office, directing the persons as needed.
Arrange for pick-up and drop offs as requested and according the movement
plan. Plan and organize in collaboration with the log base routine
movement.
- Transit
& Movements Organization & Follow-Up: Manage domestic and
international transit of people in Kenya, under the supervision of the
COFIHR. Prepare all the documents and coordinate expats
briefing/induction. In collaboration with the HR assistant, ensure the
housing of all staff in transit is taken care of. Answer to any queries
related to transit. Provide a basic briefing on taxis and other practical
information to people in transit. Maintain a monthly planning for all
movements.
- Expatriate
Staff Immigration Support: Assist
in the immigration administrative procedure for all expatriates and
maintain an updated file with this information to ensure timely renewals.
Liaise with embassies and immigration in order to follow-up files, deposit/collect
documents, get updates on policies and procedures. In collaboration with
the RPO office, ensure cancellation of work permits and deposit recovery
are done after expatriates’ departure.
- Information
Management: File
all correspondence received. Maintain an updated contact list. Coordinate
and arrange for meetings. Prepare memos as requested, verifying
information with the Administration Department.
- Administrative
Support: In
collaboration with the HR assistant, maintain the front office by organizing
the items needed and stationery orders on a weekly basis. Assist the
Office Cook with follow-up of the lunch program as needed, including
assistance with the accounting records when requested.
- Due
to the nature of MSF activities, other duties may be assigned. Assist the
management with various tasks as requested. Participate in meetings and
trainings as needed. Follow up on taxi/telephone bills and monitor usage.
Qualifications &
Requirements:
Education
- Diploma
in Business administration/Secretarial Studies or any other related
administrative course
Knowledge & Experience
- Mandatory: Minimum previous experience of
at least 1 year with MSF or 2 years with other NGOs in developing
countries in a similar role. Essential Computer Literacy (Excel and Word)
Languages
- Fluency
in English and Kiswahili
Competencies
- Commitment
to MSF principles, Behavioural Flexibility, Results & Quality
Orientation, Teamwork & Cooperation, culturally sensitive.
How to Apply
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 to
submit a motivation letter and an updated Curriculum Vitae as a single file mentioning on the subject
email line, “Secretary”, to email: msff-kenya-recruitment@paris.msf.org
- Deadline
for application: 10th
February 2023
Applications must be
received by the deadline. Only short-listed candidates will be
contacted. MSF is an equal-opportunity employer and does not charge any
application/ recruitment fee.
The protection of your
personal data is important to MSF and will be treated confidentially. By
submitting your application, you consent to MSF using your personal data only
for the recruitment process to have all the information and documents necessary
to proceed with the recruitment, validation of your application and selection
of the most suitable candidate. MSF does not sell your personal data under any
circumstances.
If you have any questions,
requests or concerns, you can contact us on msff-kenya-recruitment@paris.msf.org
