Job Description
ABOUT THE POSITION
The main objective of the position is to carry out the administrative support tasks at the office reception, and specific requests from the Director of Branch office as well as the Operations Department based in Nairobi (Cell 5 and other units/department). This position aims at supporting and channelling internal requests at office level (front office administration, organising meetings, internal communication) as well as outside requests (visitors, Barcelona HQ, etc.), carrying out administrative activities so as to ensure that information at the Nairobi Branch Office (NBO) is properly implemented and managed according to existing procedures.
The Operations Assistant is hierarchically accountable to the Office and HR Coordi-nator. The position is a temporary gap fill for a definite period, and the position holder will focus on critical/key areas of the job based on priority.
KEY RESPONSIBILITIES AND TASKS
Reception / Customer care Manage assistance to external and internal visitors to the NBO.
Responsible for telephone care through the switchboard Manage mail and other incoming documents and email: reception, distribution and sending.
Provide general information about MSF to people requesting it.
Manage local, national and international courier services: preparation, sending, follow-up and allocation.
Where necessary/needed, organize car movements for NBO staff and for visi-tors and staff in transit.
Coordinate the movements of the Driver and assist to update the movement sheet in the absence of the driver.
Support to the Branch office and Operations Department in Nairobi Sets/implements the office/reception procedures to guarantee the smooth run-ning of the office (car/taxi movements, booking of meetings rooms and others, etc.) Manage general emails, communications and external relations.
Provide administrative support to Cell members and other Branch office posi-tions on all front office operations.
Manage the activity calendar for the Branch office and synchronize/link with Barcelona, including the weekly Friday meeting agenda’s (special presenta-tions and visitors).
Guarantee the correct implementation of procedures for the smooth running of the office, interacting with all its members, with the Barcelona HQ depart-ments, with the East African Association (EAA), other missions for OCBA and MSF sections present in Kenya.
Organize meetings, tele and video conferences, drafting and dissemination of minutes and drafts.
Channel translations of documents produced by the Branch office and translate short texts Request and distribute institutional materials and stationery.
Support internal logistics at the Branch office (order of office supplies, store, reservation of rooms, caterings, handouts for meetings, etc.).
Prepare briefing schedules for new staff in liaison with the Administration/HR Assistant and travel officer.
Specific support to the Nairobi Branch office Operations (Direc-tor/Operations) Manage all administrative and logistics tasks for internal and external meetings where feasible (external meetings that require minimal/no presence out of work station).
Support in the NBO planning, activities and other Key events through facilita-tion for organization of meetings (internal/external), taking of minutes where possible and making necessary practical arrangements with vendors/service providers.
Carry out research, gather information and prepare presentations and other documents as/when requested.
Maintain an active database/contact list and make proactive follow up of ex-ternal meetings and contacts established by various staff during networking events.
Assist to organize and manage the logistical arrangements (move-ments/materials/contact list…) and schedule/appointments of the Director, Nai-robi Branch office (DNBO) and Heads of units (Operations) as/when required.
Take/compile minutes for specific meetings for the Director/Operations as/when required.
Internal communications Responsible for internal communication acting as the reference person at the NBO for the intranet / OLE and for all internal communications.
With support from the Communications and IT department/team, design and feed the internal communications channels at the NBO (internal bulletin, no-tice board, OLE, etc.)
Brief newly recruited staff and visitors, including management of their logistical needs. Promote and support the correct utilization of OLE.
Promote and support the correct use of the documentation center and relevant shared folders.
Promote and support the development of internal events fostering internal in-formation cohesion and socialization, include team events.
Responsible for organization and correct conduct of staff meetings, both at the NBO and with Barcelona HQ.
Update the Barcelona office (OPS – Admin), and HR Assistant in NBO on movements of staff from the Cell/Operations on regular basis (leave, contract start/end…).
Others Manage the office stationary store and make requests/orders for new materials on regular basis.
Receive invoices/bills for utilities and running costs (phone, security, mainte-nance…), and prepare payment requests for office bills and ensure staffs are informed where
personal reimbursements are due.
Facilitate payments to suppliers/vendors and assist the Finance in follow up for VAT refunds where required.
Manage the visits calendar at the GH in close coordination with the HR/Admin assistant and liaise with the GH Housekeeper and ensure the logis-tics of the visits.
Prepare the overview of guest house visitors report to Finance for re-invoicing on quarterly basis.
Ensures the first aid kit is in place and updated (in collaboration with the Med-ical advisor/assistant).
Support with Medical Evacuations for staff coming in for treatment (refer to the Medevac guideline/policy).
Back-up for other back office staff where feasible.
Education and Experience
Post-Secondary education and HR/Administrative qualifications (minimum Diploma) or/and related studies .
At least 2 years’ experience in a similar job, preferable in the non-profit making sector. Fluent English.
Knowledge of Swahili, French and/or Spanish is an asset.
IT working knowledge (Microsoft Office) and web/internet navigation skills.
Previous experience with MSF or other humanitarian NGOs is considered a plus.
Other Highly motivated and interested in the humanitarian sector.
Flexibility Articulate Competencies Commitment to MSF principles Cross-cultural awareness Behavioural flexibility Analytical thinking Results and quality orientation Service orientation Planning and organising Initiative and innovation Teamwork and cooperation
Conditions:
Monthly Gross Salary of KES (Kenya Shillings) 146,307 and secondary bene-fits according to the OCBA Nairobi policy
Fixed term contract of at least 5 months, based in Nairobi
Expected start date: Mid-March 2018
