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
How to Apply
