Oversee and execute a diverse range of duties encompassing core operational functions, ensuring alignment with organizational goals. Develop and implement strategic initiatives to enhance productivity, efficiency, and overall performance. Collaborate with cross-functional teams to streamline processes, resolve challenges, and drive continuous improvement. Conduct thorough evaluations of workflows, identifying areas for optimization and recommending data-driven solutions. Maintain rigorous adherence to compliance standards, regulatory requirements, and internal policies. Prepare and present detailed reports to stakeholders, offering insights and actionable recommendations. Serve as a liaison between departments, fostering communication and facilitating seamless project execution. Lead by example, demonstrating professionalism, accountability, and a commitment to excellence in all endeavors.
Administration
Oversee all travel and administrative operations for medieval and referral cases in Nairobi, working closely with the Travel team to ensure seamless coordination and execution.
Ensure incoming staff receive critical details such as visa procedures (ETA), nearby shopping locations, currency exchange services, and safety 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 obtain necessary guidance.
Prepare monthly reports and ensure they remain current through collaborative efforts with the SHU team.
Ensure comprehensive tracking and meticulous 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, while also distributing the welcome package to staff in advance.
We arrange and oversee patient transportation, including taxis for airport arrivals and departures, while offering guidance and assistance with local travel arrangements.
Collaborate with travel, finance, facilities, and procurement teams to assess local accommodation and hotel requirements, ensuring administrative specifications are incorporated into the process.
Process per dies and claim invoices for staff in a timely manner, ensuring all documentation is complete and accurate.
Medical insurance and local service agreements are critical components of our operational framework, ensuring comprehensive coverage and seamless access to essential healthcare services. These agreements are designed to maintain compliance with regulatory standards while fostering strong partnerships with local providers to deliver high-quality, accessible care. The role involves negotiating, managing, and renewing these agreements to optimize benefits, control costs, and enhance service delivery for all stakeholders.
The position involves assisting MSF personnel in submitting MSH pre-certification requests for individuals necessitating hospital admission or scheduled medical appointments.
Provide support to EA HQ and field staff in addressing insurance-related inquiries.
Prepare and issue letters of undertaking to healthcare providers, such as The Nairobi Hospital, routine check-up centers, or vaccination facilities, upon receiving requests from the SHU team.
Ensure all invoices received from service providers are printed, approved through the proper channels, and scanned before being forwarded to the Finance team for payment processing.
Collaborate with Nairobi-based ambulance services as required for event coverage or individual staff medical assistance.
The position entails overseeing the daily operations and administration of the guest house facility. This role involves ensuring high standards of guest satisfaction, managing staff, and maintaining the property’s cleanliness and upkeep. Responsibilities include handling reservations, coordinating housekeeping services, and addressing any guest inquiries or concerns promptly. The ideal candidate should have prior experience in hospitality management, strong leadership skills, and the ability to multitask efficiently in a fast-paced environment.
Ensure the staff and caregiver experience an exceptionally comfortable stay in the guest apartment by delivering uninterrupted access to essential amenities, including hygiene supplies, electricity, water, internet, and gas.
Work collaboratively with the Procurement Unit to maintain the timely ordering and stocking of guest house supplies.
Maintain communication with the designated contact person to promptly address and resolve any damages or broken items.
French Translation and Interpretation
We are seeking a skilled professional fluent in both English and French to provide accurate and culturally appropriate translation and interpretation services. The ideal candidate will have a strong command of both languages, including grammar, syntax, and idiomatic expressions, with a deep understanding of cultural nuances. Proficiency in specialized terminology for fields such as legal, medical, technical, or business is highly desirable. Responsibilities include translating written documents, interpreting spoken communication in real-time, and ensuring the preservation of tone, context, and meaning. Strong attention to detail, excellent communication skills, and the ability to meet tight deadlines are essential. Prior experience in professional translation or interpretation, particularly within a corporate or international setting, is preferred.
Provide support to French-speaking personnel throughout medical consultations and wellness initiatives, ensuring seamless and effective communication with healthcare providers.
Before obtaining the employee’s signature on consent forms, provide a thorough explanation of the medical procedure’s risks, benefits, and available alternatives to ensure full comprehension.
Provide assistance to health officers by delivering sensitive or challenging health information with cultural sensitivity and empathy.
Prepare French-to-English and English-to-French translations of human resources forms, health-related documents, consent forms, and medical records, ensuring linguistic accuracy and adherence to regulatory standards.
Ensures the implementation and maintenance of robust data protection measures to safeguard sensitive information against unauthorized access, breaches, or loss. Develops and enforces policies, procedures, and protocols aligned with legal, regulatory, and industry standards to ensure compliance. Conducts regular risk assessments and audits to identify vulnerabilities and mitigate potential threats. Provides training and guidance to employees on data security best practices, privacy regulations, and incident response procedures. Monitors data handling processes to ensure adherence to established guidelines and promptly addresses any deviations or security incidents. Collaborates with cross-functional teams to integrate data protection strategies into organizational workflows and technology infrastructure.
Handle all medical and personal data with the utmost discretion and confidentiality, ensuring strict compliance with privacy standards at all times.
Maintain ethical standards rigorously in all patient care activities and documentation processes.
Other Responsibilities
Coordinate team events, meetings, and activities to ensure seamless execution and participant engagement.
Offer strategic contributions throughout the assessment and revision of SHU Human Resources and Administrative policies and procedures.
Compile comprehensive handover documents and reports facilitating seamless follow-up in your absence.
Regularly review and maintain up-to-date administrative work plans in collaboration with the supervisor to ensure consistent execution.
Qualifications
Language
Fluency in both written and spoken English and French is essential.
Education
A recognized institution must confer a Bachelor’s degree in Administration or Business Studies—or an equivalent qualification—as well as a Diploma or Bachelor’s degree in Nursing or Paramedic studies.
Experience
We value candidates with prior administrative experience in healthcare settings; familiarity with other humanitarian NGOs would be particularly advantageous.
Competencies
Technical Competencies
Proficiency in Microsoft Office Suite, specifically PowerPoint and Excel, is required.
Proficiency in browsing and utilizing the internet effectively is essential.
Behavioral/General Competencies
Commitment to MSF’s Principles
Facilitates a deep understanding of diverse cultural perspectives, norms, and communication styles to enhance collaboration in global or multicultural settings. Actively seeks opportunities to learn about different cultures and adapts interpersonal approaches accordingly. Promotes inclusivity by challenging biases and fostering respect for varied traditions and values. Identifies potential cultural misunderstandings and implements strategies to bridge gaps effectively. Regularly evaluates personal and organizational practices to ensure alignment with cross-cultural competence principles.
Crafting and executing a forward-thinking, long-term strategy is central to driving sustainable growth and competitive advantage. This role requires the ability to anticipate market trends, assess risks, and identify opportunities to position the organization for future success. Key responsibilities include developing comprehensive strategic plans, aligning business objectives with operational execution, and fostering a culture of innovation to ensure adaptability in a dynamic environment. The ideal candidate will possess strong analytical skills, exceptional leadership, and the capacity to inspire cross-functional teams toward achieving overarching company goals.
Results and Quality Orientation
Service Orientation
The incumbent is responsible for strategically planning and systematically organizing tasks, resources, and schedules to ensure efficient workflows and project execution. This role requires meticulous attention to detail and the ability to prioritize competing demands while maintaining high levels of accuracy and productivity. Key responsibilities include developing structured plans, coordinating team efforts, and optimizing processes to meet deadlines and organizational objectives. Strong analytical skills and proficiency in project management tools are essential, along with the capacity to adapt to changing priorities and deliver consistent results.
Initiative and Innovation
High level of flexibility.
Exceptional interpersonal and professional communication abilities are essential.
Conditions and Benefits:
The position is based at the Médecins sans frontières (MSF) Eastern Africa office, situated in Nairobi, Kenya.
The position is offered on an open-ended, full-time basis.
Position available for immediate hire, with an anticipated commencement 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 guaranteed annual increment of 2% for a maximum of ten consecutive years.
A financial benefit supporting work-life balance is provided, ranging from €247 to €295 per month, contingent upon individual and administrative circumstances. This allowance may be allocated toward housing and utility expenses, commuting costs, and other related needs.
Other advantages include 25 days of paid annual leave, employer contributions to a pension scheme, and comprehensive medical insurance coverage for both the employee and their family, in accordance with MSF EA terms and conditions.
To submit your application, please follow the specified method outlined below. Ensure all required documents and information are included to avoid delays in processing your submission. The application process may require additional steps, such as creating an account or providing references, so review the instructions thoroughly. Timely and accurate completion of these steps is essential to ensure your application is considered for review. Failure to adhere to the application method may result in your submission being disregarded.
To submit your application, kindly utilize the provided link(s) on the company’s official website.
Qualifications
BA/BSc/HND , Diploma
