Administration & Travel Assistant

OBJECTIVES FOR THE POSITION

The main objective of the position is to ensure effective & efficient support towards service delivery for administrative services offered by the MSF EA Office. He/She will be responsible in ensuring effective and efficient administrative service for all areas related to people/staff movement and transit management. These includes accommodation, Travel, visas, Work permits and related processes, organize Briefings and Debriefings whenever and wherever is needed. He/she will be in contact with other MSF admin teams for cross administration exchange.

S/he is responsible for providing support to the office administrative area in terms of organization Trainings and other events, meetings in collaboration with the Service desk team.

 The position reports to the Administration & Travel Coordinator.

TASKS & RESPONSIBILITIES:

Office Administrative Support

• Ensure Facilitation and support for training events in the office.
• Process and follow up on all relevant documentation and support for Non-Kenyan staff with regard to Work permits, Visas and any administrative support required. 
• Update the non-Kenyan staff file in the HR management system with staff and their dependent legal status.
• In Collaboration with the Admin & Travel Coordinator, Ensure that there is a proactive, effective communication and good collaborations with the Regional Protocol office (RPO).
• Supports with Office recruitments i.e screening of candidates, organizing interviews.
• Support in office HR filing of employee files both in soft and hardcopies.

Travel & transit support:

• Ensure that all staff and visitors to the office are well informed and briefed on travel information and requirements, prior to and upon arrival. Ensure that the briefing information is updated on travel and admin area for staff.
• Support with booking 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.
• Support with administrative facilitation for medical evacuations in the country in terms of facilitation of local movement and communication material, accommodation requirements and bookings, and where necessary contact with the hospital and insurance for pre-authorization and billing. (refer to the Medevac guideline).
• Participate in review of local accommodation and hotel requirements with the support of the Finance/facilities to ensure specification of administrative needs are considered.
• Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/other) and contact with Field staff recruited and managed by the office.

Internal communications

• Promote and support the correct use of the documentation, Tools and folders in the SharePoint platforms.
• Organize and update the HR SharePoint folders.
• Promote and support the development of internal events fostering internal information cohesion and socialization, include team events.

Others

• Support with organizing and arranging schedules for interviews during recruitment upon request.
• Support HQ HR contracting and on-boarding/orientation and de-boarding/exit of staff.
• Provide input/participation during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.
• Back-up and support for HR/Admin activities where feasible. 
• Backup for the Administration Coordinator.
• Back up for HR/Admin assistant for administrative support

QUALIFICATIONS

• Diploma in Human Resources, administration and travel or/and related studies essential.
• At least 2 years' experience in a similar job, preferable in the non-profit making sector. 
• Fluent in English & Swahili. Knowledge of French/Spanish or other language is an asset. 
• Previous experience with MSF or other humanitarian NGOs is considered a plus.
• Well versed in computerized accounting packages.
• Highly motivated and interested in the humanitarian sector.
• Flexible with working hours.
• Good Communication Skills.

COMPETENCIES

• Commitment to MSF Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Stress Management
• Service Orientation
• Initiative and Innovation
• Teamwork and Cooperation