Job Experience: Experience of 1 year

The successful candidate reports to the Human Resource Coordinator. Objective of the Position:

Support the external administrative service in obtaining work & travel permits for all international staff of MSFOCP, as well as all other administrative work related to the presence of international staff in the mission (medical licenses, PIN certificates, etc..).
Support the mission in obtaining travel permits, visa, etc. for all staff from the mission.

Accountabilities  

Together with the Human Resource Coordinator, ensure that all MSF staff have applied and obtained on time any visa, stay, travel or working permits in the mission country according to needs, and keep information on legal, administrative procedures.  
Maintain the support travel service in HQ informed about ongoing processes, specific situations or changes in the procedures related to visas, work permits and other travel related issues.  
Establish and maintain professional contact with relevant authorities, depending on the context and the needs of the mission.  
Arrange meetings related to administrative issues for the Head of Mission or the Human Resource Coordinator as well as attend them.  
Keep a complete and updated detailed list of all useful contacts in the Country/Mission with names, telephones, addresses and other relevant details.  
Ensure that no illegal money is paid to any authorities or any individual ,promoting and sharing MSF principles and values at all levels.  
Keep all documentation and files updates, properly filles and easily accessible for the internal users.

MSF Section /Context Specific Accountabilities

Visitor and IMS planning & administration: in – and outgoing  
To create the planning for all incoming and outgoing visitors and IMS in the mission.
To share weekly planned arrivals and departures with the Coordination and the Admin projects  
To prepare all the documents needed before arrival: LOI, welcome kit.  
To share timely the briefing/ de-briefing schedules with all coordination.  Together with the HQ, create a debriefing schedule for outgoing IMS from the mission.  
Arrange the pick-up of new arrivals at the airport and provide welcome documents, visitor phones house keys and advance on Per diem.
Organisation and follow up of local transit and movements  
To coordinate the local movements and transits of Visitors, IMS and LHS. This includes booking of local flights and hotels.  
Maintain a monthly planning for all movements with departure and arrival dates, in collaboration with the LOG department.  
Update on a weekly basis the Movement plan/ Guest houses with log base and share to the coordination.  
Book taxis for the staff where necessary, based on the planned travel.  
Update the COFIHR on sensitive issues and possible problems (tickets non re-routable, non-refundable…)
IMS immigration support, work permit and Medical Licences  
Update regularly the Expat excel file with administrative information – departure/arrival date, passport details, visa, work permit details and expiration dates.
Ensures all necessary documentation to obtain work permits (and medical license where applicable) are received before the arrival of the IMS.  
Coordinates the immigration administrative procedure for all IMS (initiation and follow-up), in collaboration with the HQ.  
Prepares the documentation for the work permit/special pass applications for IMS and coordinates with the RPO office on the same.  
In collaboration with the RPO office, ensure cancellation of work permits and deposit recovery are done after expatriates’ departure.  
Fill the Pro D and deactivate the KRA PIN after expats departure and maintain the records. IMS & LHS support for (Schengen) Visa and planned travel abroad (trainings, etc.)  
Supports the IMS and LHS in the obtaining of Schengen visa, in collaboration with the HQ departure team and/or the Training Support team.  
Ensures that all IMS and LHS requiring Schengen visa have the needed documentation and supports them in making appointments with the respective embassies.  
Stay informed about the latest processes and procedures for the main Embassies (France, Belgium, Spain, Swiss, Germany) on obtaining Schengen visa, and updates the procedures in a written document to share with staff.  
Inform the COFIHR of any significant changes in the procedures that could affect the obtaining of a Schengen visa. Information Management  Maintains and shares a monthly contact list of the mission.  
File all correspondence received.  
Coordinating and arranging meetings (workshop venues, refreshments, stationery needs etc.)  
Upon request, create memos, verify information with the Administration Department, and distribute them with the mission.  
Keeps a record of all leave requests from all IMS in the mission and updates the leaves in the Expatriate Excel file.
Administrative support to the Coordination  
In collaboration with the HR assistant, maintain the front office by organizing the items on a weekly basis, adding new items to the inventory, updating the list regularly and tracking items borrowed to ensure they are returned.  
In collaboration with the HR assistant, provide forms for staff and assist to prepare internal requests for the stationaries.  
Follow up on taxi / telephone bills to ensure national / expatriate staff are charged for personal usage.

Other Duties as requested  

To assist the Coordinators and Head of Mission with various tasks as requested.  
To participate in meetings and training as needed.

Qualifications & Requirements:
Education Desirable:

High School Certificate. Administration or communication related studies desirable

Experience Essential:

Previous experience of at least one year in related relevant positions, in MSF or other NGOs.

Desirable:

At least 1 year of working experience with MSF or other NGOs Languages English and Swahili

Competencies/Skills/Knowledge

Results Orientation
Teamwork and Cooperation
Flexibility
Commitment to MSF Principles
Stress Management
Service Orientation
Essential Computer Literacy (Word, excel and internet

This job description may be amended in line with the activities or evolution of the Mission. By signing, the employee acknowledges that he/she has read, understood and accepted this document. Applicants MUST be Kenyan nationals and have the necessary statutory documents (ID, NSSF, NHIF, and a PIN certificate

Candidates meeting the above qualifications are requested to submit a motivation letter attached to an updated Curriculum Vitae as a single PDF document mentioning the subject line “Liaison Officer” and email to: msff-kenyarecruitment@paris.msf.org on or before 06th June 2024. The protection of your personal data is important to MSF and will be treated confidentially

Apply via :

msff-kenyarecruitment@paris.msf.org