Handle the planning, coordination, and execution of project activities to ensure they are completed on schedule and within budget. Serve as the principal point of contact for stakeholders, providing regular updates and addressing any concerns promptly. Develop detailed project plans, allocate resources efficiently, and monitor progress to identify and mitigate risks. Prepare comprehensive reports to communicate project status, milestones achieved, and key performance indicators to senior management. Foster collaboration among cross-functional teams to align efforts and drive project success. Ensure adherence to industry regulations, company policies, and quality standards throughout the project lifecycle. Lead post-project evaluations to assess outcomes and implement improvements for future initiatives.
Administration
Oversees all travel and administrative functions related to medieval and referral cases in Nairobi, working in conjunction with the Travel team.
Deliver comprehensive briefings to incoming personnel regarding essential administrative tasks such as visa arrangements (ETA), available retail locations, currency conversion procedures, and security protocols, in coordination with the ASA unit.
Collaborate closely with the MSF Sections and OC travel focal points to obtain precise travel requirements and guidance.
Monthly reports are prepared and updated in close collaboration with the remaining members of the SHU team.
Ensure all travel activities, movements, and critical data are systematically tracked and meticulously documented.
Ensure all administrative travel necessities—including visas and air tickets—are communicated promptly and unambiguously, while also distributing the welcome package to staff well in advance.
You will coordinate and oversee patient transportation arrangements, including taxis for airport trips, and deliver concise guidance and assistance regarding local travel logistics.
Collaborate with travel, finance, facilities, and procurement teams to assess local accommodation and hotel requirements, ensuring all administrative specifications are appropriately addressed.
Process per dies and claim invoices for staff promptly, ensuring all necessary documentation is accurate and complete.
We collaborate with healthcare providers to ensure comprehensive coverage and accessible services, establishing and maintaining medical insurance agreements and local service contracts.
Facilitate the process for MSF personnel to obtain MSH pre-certification for individuals in need of hospital admission or scheduled hospital appointments.
Provide support to both EA Headquarters personnel and field staff in addressing insurance-related inquiries.
Prepare and distribute letters of undertaking to healthcare providers, such as The Nairobi Hospital, check-up centers, or vaccination facilities, upon request from the SHU team.
Ensure that invoices from service providers are printed, approved, and then scanned to the Finance team for processing and payment.
Collaborate with Nairobi-based ambulance services as required to coordinate event support or provide individual staff health assistance.
The position involves overseeing the day-to-day operations of a guest house, ensuring exceptional service and guest satisfaction through meticulous management of staff, amenities, and facilities. Responsibilities include maintaining high cleanliness standards, managing reservations and bookings, handling guest inquiries and complaints promptly, and coordinating with housekeeping, maintenance, and front desk teams. The ideal candidate should possess strong leadership skills, excellent communication abilities, a keen attention to detail, and prior experience in hospitality or guest services. Proficiency in reservation systems, basic accounting, and multilingual capabilities are advantageous.
Ensure the staff and caregiver enjoy a comfortable stay in the guest apartment by delivering uninterrupted access to essential amenities, including hygiene supplies, electricity, water, internet, and gas services. Provide seamless assistance to maintain these necessities throughout their visit.
Collaborate closely with the Procurement Unit to guarantee the timely ordering and replenishment of guest house supplies.
Coordinate with the designated contact to promptly address and repair any damaged or broken items to maintain operational efficiency.
French Translation and Interpretation
We seek a skilled professional fluent in both French and English to deliver accurate translation and interpretation services. The ideal candidate must possess native-level proficiency in French, with strong written and verbal communication abilities in English. Proficiency in other languages is a plus. Responsibilities include translating various documents, interpreting during meetings or conferences, and ensuring cultural and contextual accuracy in all deliverables. Attention to detail, cultural awareness, and the ability to meet deadlines are essential. Experience in a professional or corporate setting is preferred.
Provide language support to French-speaking personnel during medical consultations and wellness initiatives to ensure seamless communication with healthcare providers.
Prior to obtaining the patient’s signature on consent forms, it is essential to thoroughly explain the potential risks, benefits, and available alternatives associated with the medical procedure to ensure fully informed consent.
Assist health officers in communicating sensitive or challenging health information with cultural sensitivity and empathy.
Translate HR-related documents, consent forms, and medical records between French and English, ensuring accuracy and clarity in both languages.
Protecting sensitive information and ensuring compliance with data privacy regulations represent critical priorities for this role. The position demands a thorough understanding of data security best practices, risk management strategies, and relevant legal frameworks to safeguard organizational assets. Key responsibilities include implementing robust security measures, monitoring access controls, conducting audits, and responding promptly to potential breaches. Proficiency in data protection laws, encryption technologies, and incident response protocols is essential, along with strong analytical skills to assess vulnerabilities and mitigate threats effectively.
Ensure the strictest confidentiality is maintained for all medical and personal information, handling and safeguarding it with the utmost care and discretion.
Maintain the highest ethical standards in every facet of patient care and meticulously document all interactions and activities.
Other duties include collaborating with cross-functional teams to align project objectives, ensuring seamless integration of deliverables across departments. Additionally, the role involves maintaining up-to-date documentation to facilitate internal audits and compliance reviews. The position may also require participation in strategic planning sessions to optimize workflows and enhance operational efficiency. Furthermore, occasional travel to remote sites or client locations may be necessary to support on-site assessments or stakeholder meetings.
Responsibilities include supporting the coordination of team gatherings, meetings, and other planned activities to ensure smooth execution and participation.
Contribute to the ongoing evaluation and revision of SHU HR and administrative policies and procedures by offering valuable input.
Compile comprehensive handover documents and reports ensuring continuity of work and follow-up actions during periods of absence.
Maintain and consistently execute administrative work plans in collaboration with the supervisor to ensure ongoing alignment and progress.
Qualifications
Language
Fluency in both English and French, both written and spoken, is essential.
Education
A recognized institution must award a Bachelor’s degree in Administration, Business Studies, or an equivalent qualification, along with a Diploma or Bachelor’s degree in Nursing or Paramedic.
Experience
Proficiency in administrative functions within a healthcare environment is strongly preferred; prior involvement with other humanitarian non-governmental organizations would be considered an additional asset.
We are seeking a highly skilled professional who demonstrates expertise in a range of key competencies. The ideal candidate will possess strong analytical abilities, exceptional communication skills, and the capacity to work effectively within a team. They must exhibit proficiency in problem-solving, adaptability to changing environments, and a commitment to continuous learning. Additionally, the candidate should have a minimum of five years of relevant experience in a similar role and hold a bachelor’s degree in a related field. Responsibilities will include leading projects, collaborating with stakeholders, and ensuring alignment with organizational goals.
Technical Competencies
Proficient in Python, SQL, and data visualization tools such as Tableau or Power BI; experience with cloud platforms like AWS or Azure is highly desirable. Strong analytical skills with the ability to interpret complex data sets and derive actionable insights. Familiarity with machine learning frameworks, including TensorFlow or PyTorch, is a plus. Knowledge of software development best practices and version control systems like Git. Excellent problem-solving abilities and a commitment to continuous learning in emerging technologies.
Proficiency in Microsoft Office Suite, specifically PowerPoint and Excel, is required.
Proficient in navigating web and internet platforms with ease.
Behavioral/General Competencies
MSF’s Principles are fundamental to our mission, and adherence to them is non-negotiable for this role. You must fully embrace our humanitarian values, including impartiality, neutrality, and independence, as well as our commitment to medical ethics and patient-centered care. Demonstrated alignment with these principles is essential, as is the ability to uphold them in high-pressure, challenging environments. Experience working in diverse cultural contexts within humanitarian or medical settings is highly valued, as is a deep understanding of the ethical dilemmas often encountered in such fields. Your dedication to these principles will be a critical factor in your suitability for this position.
Proactively fosters an inclusive and collaborative work environment by valuing and embracing diverse cultural perspectives. Demonstrates sensitivity to varying customs, traditions, and communication styles across global teams to enhance cooperation and mutual respect. Actively seeks opportunities to learn about different cultures and applies this understanding improving interpersonal interactions and team dynamics. Integral to bridging cultural gaps, ensuring that all team members feel heard, respected, and empowered to contribute their unique insights.
Crafting a forward-thinking, long-term strategy that aligns with organizational objectives and market dynamics is essential. Developing and executing innovative initiatives to drive growth, sustainability, and competitive advantage is a core responsibility. Strong analytical skills, coupled with the ability to synthesize complex data into actionable insights, are required. Demonstrated leadership in setting and achieving strategic goals, along with the capacity to inspire and guide cross-functional teams, is crucial. Experience in industry analysis, trend forecasting, and stakeholder engagement is highly valued.
We are seeking individuals who demonstrate a strong commitment to achieving measurable results and maintaining high-quality standards. The ideal candidates will prioritize outcomes and possess the ability to uphold exceptional quality in all aspects of their work. This role requires a results-driven mindset, meticulous attention to detail, and a dedication to continuous improvement in processes and deliverables. Success in this position hinges on the ability to meet or exceed performance targets while ensuring consistency and excellence in every task.
Service Orientation
Planning and coordinating resources, timelines, and stakeholders to ensure efficient project execution and adherence to deadlines is essential. This role requires meticulous attention to detail in scheduling, prioritization, and task delegation to optimize workflows and maintain productivity. Strong analytical skills are necessary to assess project requirements, allocate resources effectively, and mitigate potential risks. Additionally, the ability to adapt to changing priorities and communicate clearly with team members and leadership is critical for aligning efforts and achieving organizational objectives.
Initiative and Innovation are integral to this role, as candidates must proactively identify opportunities for improvement and implement creative solutions. The selected individual will be expected to demonstrate forward-thinking in addressing challenges and driving continuous enhancement within the organization. Proficiency in generating novel ideas and adapting to evolving circumstances is essential, ensuring that the position contributes meaningfully to strategic growth and operational excellence.
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, situated in Nairobi, Kenya.
This position is offered on an open-ended, full-time basis.
Position available for immediate hiring, with an expected start date as soon as possible.
An annual salary of EUR 18,476 is offered at HQ Grade 6 for a full-time position, with a yearly increase of 2% for up to a maximum of 10 years.
A financial benefit supporting work-life balance is provided, ranging from EUR 247 to 295 per month, contingent upon individual and administrative circumstances. This allowance may be allocated toward expenses such as housing, utilities, transportation, and other related costs.
Other benefits encompass 25 days of paid annual leave, employer pension contributions, and comprehensive medical insurance coverage for both employees and their families, as outlined in the Medicine Sans Frontiers East Africa (MSF EA) terms and conditions.
go to method of application
To submit your application, kindly utilize the provided link(s) on the company’s official website.
Qualifications
BA/BSc/HND , Diploma
