Tasks & Responsibilities
Administration
Responsible for all the travel and administration aspects of medevac and referral cases in Nairobi in collaboration with the Travel team.
Provide essential information to arriving staff, including visa processes (ETA), local shopping options, currency exchange and security briefings in collaboration with the ASA unit.
Link with the MSF Sections and OC travel focal points for specific travel requirements and guidance.
Prepare and update monthly reports in close coordination with the rest of SHU team.
Ensure all travel-related activities, movements, and key data are consistently tracked and well-documented.
Ensure timely and clear communication of administrative travel requirements (visas, air tickets), and that the welcome package is shared with staff in advance.
Book and manage patient transportation (taxis to and from the airport) and provide briefings and support on local movements.
Review of local accommodation and hotel requirements with the support of the travel/Finance/facilities/Procurement to ensure specification of administrative needs are considered.
Ensure timely request and Process per diems, claim invoices for staff while ensuring proper documentation.
Medical Insurance and Local service Agreements
Support MSF staff to request MSH pre-certification for staff requiring hospital admission or planned hospital appointments.
Assist the EA HQ staff/field staff with insurance-related queries.
Prepare and dispatch letters of undertaking to healthcare providers (e.g., The Nairobi Hospital, check-up, or vaccination centers), as per request by SHU team.
Ensure the invoice from service providers is printed, approved and scanned, to the Finance team for Payment.
Liaise with Ambulance Companies in Nairobi when needed for events, or individual staff health support.
Guest House Management
Ensure comfort during the stay of the staff and Caregiver in the guest apartment, whilst providing seamless support for basic items, (Hygiene, electricity, water, internet and Gas).
Coordinate with the Procurement Unit to ensure guest house supplies are ordered and stocked in a timely manner.
Link with the person responsible to ensure any damage and broken items are fixed in a timely manner.
French Translation and Interpretation
Assist French-speaking staff during medical consultations and wellness programs to facilitate clear communication with healthcare professionals.
Ensure the employee understands the risks, benefits, and alternatives of a medical procedure before they sign consent forms.
Support health officers in delivering sensitive or difficult health information in a way that is culturally appropriate and empathetic.
Translate HR, health-related forms, consent documents, and medical documents from French to English and vice versa.
Data protection
Filter and Maintain strict confidentiality of all medical and personal information.
Uphold ethical standards in all aspects of patient care and document handling.
Other Responsibilities
Assist in the organization of team events, meetings, and activities.
Provide input during review/update of SHU HR/Admin policies & procedures
Prepare handover documents and reports for follow up during absence.
Ensure administrative work plans are updated and followed through regularly with the supervisor.
Qualifications
Language
MANDATORY; Fluency in both written and spoken English and French.
Education
Bachelor's degree in Administration/Business studies or an equivalent qualification from a recognized institution and Diploma/bachelor's degree in Nursing, Paramedic.
Experience
Previous experience in an administrative role within the healthcare sector is highly desirable; experience with other humanitarian NGOs is an added advantage.
Competencies
Technical Competencies
Knowledge of MS Office Tools (PPT, Excel).
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.
Conditions and Benefits:
Job Location: MSF Eastern Africa office in Nairobi (Kenya).
Contract: Open ended, Full-time contract.
Start date: ASAP.
Salary: An annual salary of EUR 18,476 at HQ Grade 6 based on a full-time appointment with an annual increment of 2% every year up to a maximum of 10 years.
Work-life balance financial benefit; ranging between EUR 247 to 295/month based on individual & administrative status. This amount may be used to cover accommodation and utilities, transportation, etc.
Other benefits include; 25 days of annual leave, Employer Pension contribution and medical insurance cover (staff and family) based on MSF EA terms/conditions.