Tasks & Responsibilities
Administration
Oversees all travel and administrative duties related to medieval and referral cases in Nairobi, working in conjunction with the Travel team.
Deliver critical orientation details to new arrivals, such as visa procedures (including ETA applications), nearby retail options, currency exchange services, and security briefings in coordination with the ASA team.
Coordinate with the MSF Sections and OC travel focal points to clarify travel requirements and obtain guidance.
Monthly reports must be prepared and updated in close collaboration with the rest of the SHU team.
Consistently maintain accurate tracking and thorough documentation of all travel-related activities, movements, and essential data.
Ensure administrative travel requirements, such as visas and air tickets, are communicated promptly and clearly to staff, while also distributing the welcome package well in advance.
You will arrange and oversee patient transportation, including taxis to and from the airport, while also offering guidance and assistance with local travel arrangements.
Collaborate with travel, finance, facilities, and procurement teams to evaluate local accommodation and hotel requirements, ensuring administrative specifications are meticulously addressed.
Accurately process per dies and expense claim invoices for staff members, verifying that all requests are submitted in a timely manner and accompanied by the necessary supporting documentation.
Medical insurance and local service agreements are essential components of the role, overseeing the management of healthcare coverage and establishing partnerships with nearby service providers to enhance operational efficiency and patient care standards.
Facilitate the preparation of MSH pre-certification requests for MSF staff who require hospital admission or scheduled medical appointments.
Provide support to both EA Headquarters staff and field personnel in addressing insurance-related inquiries.
Draft and issue letters of undertaking to healthcare institutions (including The Nairobi Hospital, medical examination centers, or immunization facilities) in accordance with requests from the SHU team.
Ensure service provider invoices are printed, approved, and scanned prior to submission to the Finance team for payment processing.
Maintain regular communication and coordination with Nairobi-based Ambulance Companies to provide event coverage or individual staff health assistance as required.
We are seeking a highly organized and experienced individual to oversee the daily operations and strategic direction of our guest house. The ideal candidate will be responsible for managing staff, ensuring exceptional guest experiences, maintaining property standards, and driving revenue growth through effective marketing and customer service strategies. Candidate requirements include a minimum of three years in hospitality management, preferably within a guest house or similar establishment, strong communication skills, proficiency in property management software, and a proven track record in budgeting and financial oversight. This role demands meticulous attention to detail, leadership abilities, and a dedication to delivering outstanding service to every guest.
Deliver exceptional hospitality by maintaining a comfortable and fully functional environment in the guest apartment for both staff and caregivers, ensuring the uninterrupted availability of essential amenities such as hygiene supplies, electricity, water, internet, and gas.
Collaborate with the Procurement Unit to maintain timely ordering and stocking of supplies for the guest house.
Coordinate with the designated contact to promptly address and rectify any damages or broken items to maintain operational efficiency.
French Translation and Interpretation services are required, encompassing both written translation and spoken interpretation. Proficiency in both French and English is essential, with fluency in grammar, syntax, and idiomatic expressions in both languages. Candidates must demonstrate strong cultural competence to accurately convey nuances and maintain meaning across languages. Prior professional experience in translation or interpretation is preferred, along with familiarity with industry-specific terminology when applicable. Excellent listening, speaking, and writing skills are necessary, along with meticulous attention to detail and the ability to meet tight deadlines.
Provide support to French-speaking employees throughout medical consultations and wellness initiatives, ensuring effective communication with healthcare providers.
Before obtaining the employee’s signature on consent forms, it is essential to thoroughly explain the risks, benefits, and available alternatives associated with the medical procedure to ensure full comprehension.
Assist health officers in conveying sensitive or challenging health information with cultural sensitivity and empathy.
We are seeking skilled professionals to accurately translate HR documents, health-related forms, consent materials, and medical records between French and English.
Protecting sensitive information and ensuring compliance with data security regulations are critical responsibilities within this role. The position requires a thorough understanding of data privacy laws, encryption protocols, and risk mitigation strategies. Key duties include monitoring access controls, conducting regular security audits, and implementing safeguards to prevent unauthorized data breaches. Candidates must demonstrate expertise in identifying vulnerabilities, responding to incidents, and maintaining robust data governance frameworks to uphold organizational integrity and trust.
Maintain the strictest confidentiality over all medical and personal data, ensuring no unauthorized access or disclosure occurs.
Maintain the highest ethical standards in every facet of patient care and the management of documentation.
Oversee additional duties as assigned to ensure comprehensive operational support and alignment with company objectives. Handle supplementary tasks integral to team and project success, contributing to overall efficiency and effectiveness. Perform any other assigned responsibilities essential for meeting departmental and organizational goals.
Support the coordination of team events, meetings, and activities to ensure smooth and efficient execution.
Offer recommendations and insights during the assessment and revision of SHU HR and administrative policies and procedures.
Draft comprehensive handover documents and reports ensuring continuity of tasks during periods of absence.
Consistently review and execute administrative work plans in coordination with the supervisor to maintain accuracy and adherence to established timelines.
Qualifications
Language
Fluency in both written and spoken English and French is required.
Education
A recognized institution must award a Bachelor’s degree in Administration, Business Studies, or an equivalent qualification, and candidates must possess a Diploma or Bachelor’s degree in Nursing or Paramedic.
Seeking candidates with demonstrated experience in carrying out similar duties, preferably within a comparable industry setting. The ideal individual will possess a minimum of two years of hands-on experience, ensuring familiarity with essential procedures and workflows. Proven ability to adapt to dynamic environments and deliver results under pressure is highly valued. Experience in team collaboration and problem-solving is also required to support organizational objectives effectively.
Previous experience in an administrative capacity within the healthcare industry is strongly preferred; familiarity with other humanitarian NGOs is also considered beneficial.
We seek candidates who exhibit strong proficiency in key competencies essential for this role, including analytical thinking, effective communication, and collaborative problem-solving. Proficiency in industry-specific software and tools is required, along with the ability to manage multiple priorities in a fast-paced environment. Additionally, experience in project coordination, stakeholder engagement, and process optimization is highly valued. The ideal candidate will demonstrate adaptability, a results-driven mindset, and a commitment to continuous learning. Strong organizational skills and attention to detail are also critical for success in this position.
Technical Competencies
Proficient in utilizing Microsoft Office Suite applications, specifically PowerPoint and Excel.
Proficient in navigating the web and internet platforms with ease.
Demonstrated expertise in behavioral and general competencies is essential for this role. Candidates must possess strong interpersonal skills, adaptability, and a proactive approach to problem-solving. The ideal applicant will exhibit exceptional communication abilities, emotional intelligence, and a collaborative mindset to thrive in dynamic team environments. Prior experience in roles requiring high levels of interaction, conflict resolution, or leadership is highly valued. Additionally, the ability to analyze situations critically and make informed decisions under pressure is required to ensure consistent performance and team cohesion.
Dedication to upholding Médecins sans frontières’ (MSF) fundamental principles is essential for this role.
Proficient in fostering intercultural understanding and sensitivity, this role demands a keen grasp of diverse cultural norms, communication styles, and business etiquettes. The position requires the ability to navigate and adapt to various cultural contexts seamlessly, ensuring effective collaboration and mutual respect in multicultural settings. Candidates must demonstrate a commitment to continuous learning about different cultures and possess strong interpersonal skills to bridge gaps between diverse teams. Additionally, the role entails assessing cultural risks and implementing strategies to mitigate misunderstandings, ultimately enhancing organizational cohesion and global competitiveness.
We seek a forward-thinking professional to shape and execute a dynamic strategic vision that aligns with long-term organizational objectives. This role demands a deep understanding of industry trends, competitive dynamics, and emerging opportunities to drive sustainable growth. The ideal candidate will possess strong analytical skills, innovative thinking, and the ability to translate complex insights into actionable strategies. Responsibilities include setting clear goals, fostering collaboration across departments, and overseeing the implementation of initiatives that enhance operational efficiency and market positioning. Proficiency in data-driven decision-making, coupled with exceptional communication and leadership capabilities, is essential for success in this position.
Results and Quality Orientation
Service Orientation
Responsible for coordinating and structuring tasks, ensuring efficient allocation of resources, and establishing clear timelines to achieve objectives.
Demonstrates a proactive approach and fosters creative problem-solving to drive continuous improvement and adapt to evolving challenges.
High level of flexibility.
Effective interpersonal and written communication abilities are essential.
Conditions and Benefits:
The position is based at the Médecins sans frontières (MSF) Eastern Africa office located in Nairobi, Kenya.
This position offers a permanent, full-time employment arrangement without a predetermined end date.
Seeking an individual to commence duties promptly, with an immediate start date.
An annual salary of EUR 18,476 is offered at HQ Grade 6 for a full-time position, with a yearly increment of 2%, accumulating up to a maximum of 10 years.
The financial benefit provided for work-life balance ranges from EUR 247 to EUR 295 per month, with the exact amount determined by individual and administrative circumstances. This benefit is intended to assist with expenses such as accommodation, utilities, and transportation.
Other benefits encompass 25 days of paid annual leave, employer pension contributions, and comprehensive medical insurance coverage for both staff and their families, in accordance with MSF EA’s established terms and conditions.
go to method of application
To submit your application, please utilize the provided link(s) on the company’s official website.
Qualifications
BA/BSc/HND , Diploma
