Job Title: Administration and Travel Officer
Hiring Organization: Médecins
Sans Frontières
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Healthcare
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/14/2024
The
Administration and Travel Officer is responsible for coordinating the MSF EA
office and intersection cross administration and travel tasks and ensuring
effective and efficient administrative services for all areas related to staff
movement and transit management at the Eastern Africa Office.
Tasks & Responsibilities
Administrative
processes & support
- In
collaboration and support from the Office HR and Admin Manager, initiate
and draft a travel and movement policy and ensure implementation on the
same.
- Act
as the reference point for all movement and travel-related for Eastern
Africa Office.
- Act
as the focal point for staff regarding non-Kenyan staff administration.
- Ensure
a proactive, effective communication and good collaborations with the
Regional Protocol office (RPO).
- Ensure
accurate and updated information for travel through the EAS travel tool,
or local external service providers. Link with the MSF Sections and OC
travel focal points for specific travel requirements.
- Initiate
the processing and follow up of Work Permit/Passes/Cards for all Non-
Kenyan employees based in EA office.
- Provide
administrative support for any medical interventions in Nairobi and the
region with the support of the staff Health care officer and other
colleagues involved.
- Respond
to teams regarding potential incidences, validity of travel fares,
business trips.
- Review
of local accommodation and hotel requirements with the support of the
Finance/facilities to ensure specification of administrative needs are
considered.
- Ensure
clear communication regarding administrative requirements for travel
(visas,) and together with Staff Health officer, vaccines and check up.
- Coordinate
preparation of administrative documents for work permit and follow up with
the protocol/regional representative’s office.
- Give
support in organizations of trainings and events including providing
administrative papers such as introductory letter from employer required
by any Embassy.
- Act
as support for visas and administrative procedures for employees traveling
to the filed.
- Create
a network with embassies (as and when) that we mostly deal with and
establish an updated contact list for the same.
- Support
the proximity management initiatives by providing punctual information on
Kenyan/other staff movements to facilitate meetings/briefings and follow
up in collaboration with the career management.
- Management
and Organization of Travel Movements for all staff based at the EA Office
- Coordinate
flight bookings and hotels for staff.
- Provide
support and information regarding visas to the respective employees.
- Prepare
and send travel documents.
- Coordinate
proper filing of non-Kenyan documents for / work permit/passes/cards.
- Maintain
and manage accurate data and information relate to all movements/ travels.
- Authorize
travel expenses such as per diem forms for EA staff and visitors and
flights.
Other
Responsibilities
- Plan,
direct, supervise, and coordinate work activities of the Administration
and Travel Assistant.
- Assist
in the organization of team events, meetings, and activities.
- Support
the Field HR in communication, administrative requirements for travel
(vaccination/health checks/briefings/other) and contact with Field staff
recruited and managed by the office.
- Provide
input during review/update of HR/Admin policies & procedures and
disseminate relevant information to all staff where needed.
- Prepare
handover documents and reports for follow up during absence.
- Ensure
administrative work plans are updated and followed through regularly with
the supervisor.
Education
- A
Bachelor’s degree in Human Resource, Administration, Tourism, or an
equivalent qualification from a recognized institution.
- Knowledge
of MS Office Tools (PPT, Excel).
- 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.
- Experience
in the travel agency, airline, coordination of events, visas, and work
permit management.
- Previous
experience with MSF or other humanitarian NGOs is desirable.
- Competencies
- Technical
Competencies
- Excellent
IT Skills
- 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.
What we
offer
- An
Open-ended, full-time employment contract through MSF East Africa Section
Office in Nairobi, Kenya.
- An
annual salary of EUR18,476 at HQ Level 6 based on a full-time appointment.
- Social
benefits package; allowances ranging between EUR 247 to 295/month based on
individual & administrative status.
- Other
benefits include; 25 days of annual leave, Employer Pension contribution
and medical insurance cover (staff and family) based on MSF EA
terms/conditions.