The successful candidate reports to the Human Resource Coordinator. Objective of the Position:
Support the external administrative service in
obtaining work & travel permits for all international staff of MSFOCP, as
well as all other administrative work related to the presence of international
staff in the mission (medical licenses, PIN certificates, etc..).
Support the mission in obtaining travel permits,
visa, etc. for all staff from the mission.
Accountabilities
Together with the Human Resource Coordinator, ensure
that all MSF staff have applied and obtained on time any visa, stay, travel or
working permits in the mission country according to needs, and keep information
on legal, administrative procedures.
Maintain the support travel service in HQ informed
about ongoing processes, specific situations or changes in the procedures
related to visas, work permits and other travel related issues.
Establish and maintain professional contact with
relevant authorities, depending on the context and the needs of the mission.
Arrange meetings related to administrative issues for the Head of Mission or the Human Resource Coordinator as well as attend them.
Keep a complete and updated detailed list of all
useful contacts in the Country/Mission with names, telephones, addresses and
other relevant details.
Ensure that no illegal money is paid to any
authorities or any individual ,promoting and sharing MSF principles and values
at all levels.
Keep all documentation and files updates, properly
filles and easily accessible for the internal users.
MSF Section /Context Specific Accountabilities
Visitor and IMS planning & administration: in –
and outgoing
To create the planning for all incoming and outgoing
visitors and IMS in the mission.
To share weekly planned arrivals and departures with
the Coordination and the Admin projects
To prepare all the documents needed before arrival:
LOI, welcome kit.
To share timely the briefing/ de-briefing schedules
with all coordination. Together with the HQ, create a debriefing schedule
for outgoing IMS from the mission.
Arrange the pick-up of new arrivals at the airport
and provide welcome documents, visitor phones house keys and advance on Per
diem.
Organisation and follow up of local transit and
movements
To coordinate the local movements and transits of
Visitors, IMS and LHS. This includes booking of local flights and hotels.
Maintain a monthly planning for all movements with
departure and arrival dates, in collaboration with the LOG department.
Update on a weekly basis the Movement plan/ Guest
houses with log base and share to the coordination.
Book taxis for the staff where necessary, based on
the planned travel.
Update the COFIHR on sensitive issues and possible
problems (tickets non re-routable, non-refundable…)
IMS immigration support, work permit and Medical
Licences
Update regularly the Expat excel file with
administrative information – departure/arrival date, passport details, visa,
work permit details and expiration dates.
Ensures all necessary documentation to obtain work
permits (and medical license where applicable) are received before the arrival
of the IMS.
Coordinates the immigration administrative procedure
for all IMS (initiation and follow-up), in collaboration with the HQ.
Prepares the documentation for the work
permit/special pass applications for IMS and coordinates with the RPO office on
the same.
In collaboration with the RPO office, ensure
cancellation of work permits and deposit recovery are done after expatriates’
departure.
Fill the Pro D and deactivate the KRA PIN after
expats departure and maintain the records. IMS & LHS support for (Schengen)
Visa and planned travel abroad (trainings, etc.)
Supports the IMS and LHS in the obtaining of Schengen
visa, in collaboration with the HQ departure team and/or the Training Support
team.
Ensures that all IMS and LHS requiring Schengen visa
have the needed documentation and supports them in making appointments with the
respective embassies.
Stay informed about the latest processes and
procedures for the main Embassies (France, Belgium, Spain, Swiss, Germany) on
obtaining Schengen visa, and updates the procedures in a written document to
share with staff.
Inform the COFIHR of any significant changes in the
procedures that could affect the obtaining of a Schengen visa. Information
Management Maintains and shares a monthly contact list of the mission.
File all correspondence received.
Coordinating and arranging meetings (workshop venues,
refreshments, stationery needs etc.)
Upon request, create memos, verify information with
the Administration Department, and distribute them with the mission.
Keeps a record of all leave requests from all IMS in
the mission and updates the leaves in the Expatriate Excel file.
Administrative support to the Coordination
In collaboration with the HR assistant, maintain the
front office by organizing the items on a weekly basis, adding new items to the
inventory, updating the list regularly and tracking items borrowed to ensure
they are returned.
In collaboration with the HR assistant, provide forms
for staff and assist to prepare internal requests for the stationaries.
Follow up on taxi / telephone bills to ensure
national / expatriate staff are charged for personal usage.
Other Duties as requested
To assist the Coordinators and Head of Mission with
various tasks as requested.
To participate in meetings and training as needed.
Qualifications & Requirements:
Education Desirable:
High School Certificate. Administration or
communication related studies desirable
Experience Essential:
Previous experience of at least one year in related
relevant positions, in MSF or other NGOs.
Desirable:
At least 1 year of working experience with MSF or
other NGOs Languages English and Swahili
Competencies/Skills/Knowledge
Results Orientation
Teamwork and Cooperation
Flexibility
Commitment to MSF Principles
Stress Management
Service Orientation
Essential Computer Literacy (Word, excel and internet
This job description may be amended in line with the
activities or evolution of the Mission. By signing, the employee acknowledges
that he/she has read, understood and accepted this document. Applicants MUST be
Kenyan nationals and have the necessary statutory documents (ID, NSSF, NHIF,
and a PIN certificate
How To Apply
Candidates meeting the above qualifications are
requested to submit a motivation letter attached to an updated Curriculum Vitae
as a single PDF document mentioning the subject line “Liaison Officer” and
email to: msff-kenyarecruitment@paris.msf.org on or
before 06th June 2024. The protection of your personal data is
important to MSF and will be treated confidentially