Job Title: Administration & Travel Officer
Hiring
Organization: Médecins Sans Frontières
Location
– Locality: Nairobi
Location
– Region: Kenya
Industry: NGO
Job
Type: Full Time
Salary: KES
Date
Posted: 08/04/2025
Rationale/Objective for Position
The
Administration and Travel Officer is responsible for coordinating the MSF EA
office and intersection cross administration and travel tasks and ensuring
effective and efficient administrative services for all areas related to staff
movement and transit management at the Eastern Africa Office. This position
will be hierarchically and functionally accountable to the Administration &
Travel Team Lead.
Tasks & Responsibilities
Administrative processes & support
- In collaboration and support from the
Administration and travel unit lead, initiate and draft a travel and
movement policy and ensure implementation on the same.
- Serve as the focal point for all travel and
movement-related matters for the Eastern Africa Office staff regarding
non-Kenyan staff administration, providing support on visa processing and
administrative procedures for staff deploying to the field.
- Ensure proactive, effective communication and
good collaborations with the Regional Protocol office (RPO).
- Ensure accurate and updated information for
travel through the EAS travel tool, or local external service providers.
Link with the MSF Sections and OC travel focal points for specific travel
requirements.
- Initiate the processing and follow up of Work
Permit/Passes/Cards for all Non- Kenyan employees based in EA office.
- Provide administrative support for any medical
interventions in Nairobi and the region with the support of the staff
Health care officer and other colleagues involved.
- In close coordination with the Admin &
Travel Assistant, actively and timely preparation, and updating of weekly
and monthly reports for the Travel Unit, ensuring that all travel related
activities, movements, and key data are consistently tracked and
well-documented.
- Respond to teams regarding potential incidences,
validity of travel fares, business trips in collaboration with the travel
agent.
- Review of local accommodation and hotel
requirements with the support of the Finance/facilities to ensure
specification of administrative needs are considered.
- Ensure clear communication regarding
administrative requirements for travel (visas,) and together with Staff
Health officer, vaccines and check up
- Coordinate preparation of administrative
documents for work permit and follow up with the protocol/regional
representative’s office.
- Provide support in organizing trainings and
events, including preparing administrative documents such as employer
introduction letters required by embassies, and ensuring the Training
Calendar is updated promptly.
- Create a network with embassies or visa
application centers (as and when) that we mostly deal with and establish
an updated contact list for the same.
- Support the proximity management initiatives by
providing punctual information on Kenyan/other staff movements to
facilitate meetings/briefings/debriefings and follow up in collaboration
with the career management.
Management and Organization of Travel Movements for
all staff based at the EA
Office and Field staff.
- Coordinate flight bookings and hotels for staff.
- Provide support and information regarding visas
to the respective employees.
- Prepare and send travel documents.
- Coordinate proper filing of non-Kenyan documents
for / work permit/passes/cards.
- Maintain and manage accurate data and
information relate to all movements/travels.
- Authorize travel expenses such as per-diem forms
for EA staff and visitors and flights
Other Responsibilities
- Plan, direct, supervise, and coordinate work
activities of the Administration and Travel Assistant.
- Assist in the organization of team events,
meetings, and activities.
- Support the Field HR in communication,
administrative requirements for travel (vaccination/health
checks/briefings/other) and contact with Field staff recruited and managed
by the office.
- Provide input during review/update of HR/Admin
policies & procedures and disseminate relevant information to all
staff where needed.
- Prepare handover documents and reports for
follow up during absence.
- Ensure administrative work plans are updated and
followed through regularly with the supervisor.
Qualifications
Education
- A bachelor’s degree in human resource,
Administration, Tourism, or an equivalent qualification from a recognized
institution.
- Knowledge of MS Office Tools (PPT, Excel).
- Fluency in English is required, and knowledge of
French and a third language is an added advantage.
Experience
- Mandatory minimum two (2) years’ experience in a
similar role in MSF. Additional experience in other humanitarian NGOs is a
plus.
- Experience in travel agency, airline,
coordination of events, visas, and work permit management.
Competencies
Technical
Competencies
- Excellent IT Skills
- Web/internet navigation skills.
Behavioral/General Competencies
- Commitment to MSF’s Principles
- Cross-cultural Awareness
- Strategic Vision
- Results and Quality Orientation
- Service Orientation
- Planning and Organizing
- Initiative and Innovation
- High level of flexibility.
- Strong communication skills.
How to Apply
