Rationale/Objective for Position
The Administration & Travel Assistant is responsible for ensuring effective and efficient support towards service delivery for administrative services relating to staff movement and transit management offered by the MSF EA Office.
Tasks & Responsibilities
Office Administrative Support
Process and follow up on all relevant documentation and support for Non-Kenyan staff regarding 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 Officer, ensure a proactive, effective communication and good collaborations with the Regional Protocol office (RPO).
Travel and 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 and 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.
Participate in review of local accommodation and hotel requirements with the support of the Finance/facilities/Procurement to ensure specification of administrative needs are considered.
Per-diem Calculation for MSF EA Visitors and sharing with Finance in good time for payment.
Consolidating and verification of Taxi bill with the correct budget code before submitting to Finance for payment on a monthly basis.
Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/other in collaboration with the SHU unit) and contact with Field staff recruited and managed by the office.
Promote and support the correct use of the documentation, tools and folders in the SharePoint platforms relating to travel information/policy.
Other Responsibilities
Support HQ HR contracting and on-boarding/orientation and deboarding/exit of staff.
Provide input during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed.
Promote and support the development of internal events fostering internal information cohesion and socialization, include team events.
Ensure administrative work plans are updated and followed through regularly with the supervisor.
Backup for the Administration and travel officer.
Qualifications
Education
A Bachelor’s degree or Diploma in Human Resource, Administration, Travel, or an equivalent qualification from a recognized institution.
Well versed in computerized accounting packages.
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.
Previous experience with MSF or other humanitarian NGOs is an added advantage.
Competencies
Technical Competencies
Excellent IT skills
Behavioral/General Competencies
Ability to communicate and problem-solve effectively across diverse cultures with sensitivity.
Commitment to MSF’s Principles
Flexible with working hours.
Results and Quality Orientation
Service Orientation
Planning and Organizing
Initiative and Innovation
Teamwork and Cooperation
Networking and Building Relationships
Security awareness and Management
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