We are seeking a highly motivated individual to join our team, responsible for executing a diverse range of critical tasks and fulfilling key responsibilities. The ideal candidate will manage daily operations, ensuring adherence to established protocols while driving efficiency and productivity. Duties include coordinating cross-functional teams, analyzing performance metrics to identify trends, and implementing strategic improvements to optimize workflows. Additionally, the role requires maintaining meticulous records, preparing detailed reports for stakeholders, and ensuring compliance with industry regulations and company policies. Strong problem-solving skills, exceptional organizational abilities, and a proactive approach to challenges are essential for success in this position.
Responsible for overseeing and managing office operations, ensuring efficient workflows, and maintaining accurate records. Duties include coordinating schedules, handling correspondence, and processing documentation. Requires strong organizational skills, attention to detail, and proficiency in office software. Must possess excellent communication abilities to interact with staff, clients, and vendors. Prior experience in administrative support or a related field is preferred.
Oversees all travel and administrative components pertaining to medieval and referral cases in Nairobi, working in conjunction with the Travel team.
Deliver comprehensive briefings to incoming personnel, covering essential topics such as visa procedures (ETA), nearby retail opportunities, currency exchange procedures, and security protocols in coordination with the ASA unit.
Coordinate with the MSF Sections and OC travel focal points to clarify and address specific travel requirements and guidance.
Compile monthly reports in collaboration with the SHU team and ensure they are kept current and accurate.
Maintain accurate and consistent records of all travel-related activities, movements, and critical information.
Prepare and distribute travel-related administrative materials—such as visas and air tickets—promptly and clearly, while also ensuring that the welcome package is provided to staff well in advance of their travel.
Responsibilities include arranging and overseeing patient transportation, such as taxis for journeys to and from the airport, and delivering concise briefings and assistance regarding local travel arrangements.
To ensure all administrative requirements are meticulously addressed, collaborate with Travel, Finance, Facilities, and Procurement teams to conduct a thorough review of local accommodation and hotel needs.
Ensure requests and expense claim invoices from staff are processed promptly and accurately, with all necessary documentation properly maintained.
Medical insurance and local service agreements are administered to ensure comprehensive healthcare coverage and streamlined access to care. These agreements establish partnerships with healthcare providers, facilitating efficient service delivery and cost management. Responsibilities include negotiating terms, verifying compliance with regulatory standards, and maintaining accurate documentation to uphold contract integrity. The role requires strong analytical skills to assess provider performance, monitor service quality, and resolve discrepancies promptly. Additionally, collaboration with stakeholders is essential to align agreements with organizational objectives and enhance patient satisfaction.
Assist MSF personnel in submitting MSH pre-certification requests for staff members in need of hospital admission or scheduled hospital appointments.
Provide support to both the Executive Assistant Headquarters staff and field personnel regarding insurance-related inquiries.
Prepare and issue letters of undertaking to healthcare providers upon request from the SHU team, including institutions such as The Nairobi Hospital and facilities offering check-ups or vaccinations.
Ensure that invoices from service providers are printed, reviewed, approved, and scanned before being forwarded to the Finance team for payment processing.
Collaborate with Nairobi-based ambulance providers as required for event support or individual staff medical assistance.
We are seeking a highly organized and experienced professional to oversee the daily operations of our guest house, ensuring exceptional service and guest satisfaction. The ideal candidate will manage staff, maintain property standards, handle reservations, and resolve any guest concerns promptly. Additionally, they will be responsible for implementing marketing strategies to attract new guests, managing financial records, and ensuring compliance with health and safety regulations. Strong leadership, communication, and problem-solving skills are essential, along with proficiency in hospitality management software and a keen eye for detail. Prior experience in guest house or hotel management is preferred.
Provide attentive and seamless support to ensure the comfort of both staff and caregivers during their stay in the guest apartment, while overseeing the reliable functioning of essential amenities such as hygiene facilities, electricity, water, internet, and gas.
Collaborate closely with the Procurement Unit to guarantee that guest house supplies are procured and maintained at optimal inventory levels in a timely fashion.
Coordinate with the designated person to promptly address and resolve any damages or broken items.
We are seeking a skilled professional fluent in French to provide expert translation and interpretation services. The ideal candidate will possess strong written and verbal communication abilities in both English and French, ensuring accurate and culturally appropriate conveys of information. Proficiency in specialized terminology relevant to the industry or field of work is essential. Responsibilities include translating written documents, interpreting spoken communications in real-time, and maintaining confidentiality of sensitive materials. Excellent attention to detail, strong organizational skills, and the ability to meet tight deadlines are required. Prior experience in a similar role is preferred, though exceptional candidates with strong language skills may be considered.
Provide support to French-speaking personnel throughout medical consultations and wellness initiatives, ensuring seamless communication with healthcare providers.
Before obtaining a patient’s signature on consent forms, the employee must thoroughly explain the risks, benefits, and available alternatives associated with the medical procedure to ensure informed decision-making.
Assist health officers in conveying sensitive or challenging health information with cultural sensitivity and empathy, ensuring clear and respectful communication.
Convert HR documents, health-related forms, consent agreements, and medical records between French and English with precision and cultural nuance.
Ensure the safeguarding and confidentiality of sensitive information through comprehensive data protection protocols, mitigating risks of unauthorized access, breaches, or cyber threats. Implement and enforce policies aligned with regulatory standards such as GDPR, CCPA, or other applicable laws to maintain compliance and uphold data integrity. Collaborate with cross-functional teams to assess and address vulnerabilities, perform regular audits, and provide training to staff on best practices for secure data handling. Monitor emerging threats and technological advancements to adapt strategies proactively, minimizing potential exposure while fostering a culture of accountability and security awareness across the organization.
Maintain the strictest confidentiality of all medical and personal information, ensuring it is appropriately filtered and safeguarded at all times.
Maintain the highest ethical standards in every facet of patient care and the management of documentation.
Other Responsibilities
Help coordinate team events, meetings, and activities to ensure smooth planning and execution.
Collaborate actively in the review and revision of SHU HR and administrative policies and procedures to ensure alignment with organizational standards and regulatory requirements.
Compile comprehensive handover documentation and detailed reports to facilitate seamless follow-up in your absence.
Review administrative work plans in collaboration with the supervisor to ensure they remain current and are executed consistently.
Qualifications
Language
Proficiency in both written and spoken English and French is essential to this role.
Education
A Bachelor’s degree in Administration or Business Studies, or an equivalent qualification from an accredited institution, is required, along with a Diploma or Bachelor’s degree in Nursing or Paramedic studies.
Experience
Proficiency in administrative functions within the healthcare industry is strongly preferred; prior involvement with other humanitarian nongovernmental organizations is also beneficial.
Demonstrates a comprehensive understanding of core competencies required for the role, including technical expertise, problem-solving abilities, and effective communication skills. Exhibits proficiency in [specific skills or tools relevant to the position], with a track record of applying knowledge to deliver measurable results. Maintains a commitment to continuous learning and adaptability in response to evolving industry standards and organizational needs. Collaborates seamlessly with cross-functional teams to achieve strategic objectives, ensuring alignment with company values and goals. Prioritizes attention to detail and accountability in all tasks, fostering a culture of excellence and innovation.
Develops and maintains advanced technical expertise across relevant systems, tools, and methodologies, ensuring alignment with organizational goals. Demonstrates proficiency in troubleshooting complex issues, optimizing performance, and implementing innovative solutions to enhance operational efficiency. Requires in-depth knowledge of industry standards, compliance protocols, and emerging technologies to support continuous improvement initiatives. Strong analytical and problem-solving skills are essential, along with the ability to collaborate effectively with cross-functional teams to drive technical excellence and project success.
Proficiency in Microsoft Office Suite, specifically PowerPoint and Excel, is required.
Proficient in navigating the web and internet platforms.
Demonstrates proficiency in behavioral and general competencies, including strong interpersonal and communication skills, adaptability in dynamic environments, and a commitment to continuous learning and professional growth. Exhibits emotional intelligence, problem-solving capabilities, and the ability to collaborate effectively across diverse teams. Maintains a results-driven mindset while upholding ethical standards and fostering an inclusive workplace culture. Requires prior experience in similar roles, with a track record of delivering measurable outcomes and contributing to organizational success.
MSF is dedicated to upholding its core Principles, demonstrating unwavering dedication to humanitarian ethics, neutrality, impartiality, and independence in every action and decision. This commitment requires strict adherence to operational guidelines that prioritize the safety and dignity of affected populations, ensuring that medical assistance is delivered without discrimination or bias. Team members must consistently align their work with these values, fostering an environment where ethical considerations guide all interventions and collaborations.
Individuals hired for this position must demonstrate a strong understanding of cultural diversity and its impact on global interactions. Proficiency in navigating intercultural communication challenges is essential, along with the ability to adapt communication styles to effectively engage with diverse teams and stakeholders. Experience in international settings or with multicultural groups is highly preferred, as is familiarity with cultural norms and etiquette that influence professional conduct. Strong interpersonal skills and emotional intelligence are critical for fostering inclusive environments and resolving potential misunderstandings. The role may require travel or virtual collaboration with teams from various cultural backgrounds.
In pursuit of sustained organizational growth and competitive advantage, we seek a forward-thinking professional to craft and execute a dynamic strategic vision that aligns operational activities with long-term business objectives. The ideal candidate will possess a proven track record of developing and implementing innovative strategies, demonstrating exceptional analytical and leadership capabilities to navigate complex market dynamics. Responsibilities include identifying emerging trends, assessing competitive landscapes, and guiding cross-functional teams to achieve key performance indicators. A minimum of seven years of relevant experience in strategic planning or a closely related field, coupled with strong interpersonal and communication skills, is essential for success in this role.
Ensures a strong focus on delivering measurable results and maintaining high-quality standards. Exhibits meticulous attention to detail and a commitment to excellence in all work outputs. Prioritizes accuracy, precision, and consistency to uphold organizational objectives and exceed performance expectations.
Service Orientation
The role involves effectively planning and organizing tasks to ensure efficient workflows and project completion. This includes developing detailed schedules, coordinating resources, and managing timelines to meet deadlines. Strong attention to detail and the ability to prioritize multiple responsibilities are essential for success in this position.
Demonstrates a proactive approach and fosters inventive solutions to drive progress and address challenges effectively.
High level of flexibility.
Proficient communication abilities are essential for this role.
Conditions and Benefits:
The position is based at the Médecins sans frontières (MSF) Eastern Africa office, situated in Nairobi, Kenya.
Contract: Open ended, Full-time contract.
We are seeking an enthusiastic candidate to join our team with an immediate start date.
The position offers an annual salary of EUR 18,476 at HQ Grade 6 for a full-time role, with a yearly increase of 2% over a maximum span of 10 years.
A financial benefit for work-life balance is provided, ranging from EUR 247 to 295 per month, determined by individual circumstances and administrative status. This benefit may be allocated toward expenses such as housing and utilities, as well as transportation costs.
Other benefits encompass 25 days of paid annual leave, employer pension contributions, and comprehensive medical insurance coverage for both the employee and their family, as outlined in the MSF EA terms and conditions.
To submit your application, kindly adhere to the specified method outlined for the application process.
To submit your application, kindly utilize the provided link(s) to access the company’s official website.
Qualifications
BA/BSc/HND , Diploma
