Key Responsibilities
Administration
- Responsible for all the travel and
administration aspects of medevac and referral cases in Nairobi in
collaboration with the Travel team.
- Provide essential information to arriving staff,
including visa processes (ETA), local shopping options, currency exchange
and security briefings in collaboration with the ASA unit.
- Link with the MSF Sections and OC travel focal
points for specific travel requirements and guidance.
- Prepare and update monthly reports in close
coordination with the rest of SHU team.
- Ensure all travel-related activities, movements,
and key data are consistently tracked and well-documented.
- Ensure timely and clear communication of
administrative travel requirements (visas, air tickets), and that the
welcome package is shared with staff in advance.
- Book and manage patient transportation (taxis to
and from the airport) and provide briefings and support on local
movements.
- Review of local accommodation and hotel
requirements with the support of the travel/Finance/facilities/Procurement
to ensure specification of administrative needs are considered.
- Ensure timely request and Process per diems,
claim invoices for staff while ensuring proper documentation.
Medical Insurance and Local service Agreements
- Support MSF staff to request MSH
pre-certification for staff requiring hospital admission or planned
hospital appointments.
- Assist the EA HQ staff/field staff with
insurance-related queries.
- Prepare and dispatch letters of undertaking to
healthcare providers (e.g., The Nairobi Hospital, check-up, or vaccination
centers), as per request by SHU team.
- Ensure the invoice from service providers is
printed, approved and scanned, to the Finance team for Payment.
- Liaise with Ambulance Companies in Nairobi when
needed for events, or individual staff health support.
Guest House Management
- Ensure comfort during the stay of the staff and
Caregiver in the guest apartment, whilst providing seamless support for
basic items, (Hygiene, electricity, water, internet and Gas).
- Coordinate with the Procurement Unit to ensure
guest house supplies are ordered and stocked in a timely manner.
- Link with the person responsible to ensure any
damage and broken items are fixed in a timely manner.
French Translation and Interpretation
- Assist French-speaking staff during medical
consultations and wellness programs to facilitate clear communication with
healthcare professionals.
- Ensure the employee understands the risks,
benefits, and alternatives of a medical procedure before they sign consent
forms.
- Support health officers in delivering sensitive
or difficult health information in a way that is culturally appropriate
and empathetic.
- Translate HR, health-related forms, consent
documents, and medical documents from French to English and vice versa.
Data protection
- Filter and Maintain strict confidentiality of
all medical and personal information.
- Uphold ethical standards in all aspects of
patient care and document handling.
Other Responsibilities
- Assist in the organization of team events,
meetings, and activities.
- Provide input during review/update of SHU
HR/Admin policies & procedures
- Prepare handover documents and reports for
follow up during absence.
- Ensure administrative work plans are updated and
followed through regularly with the supervisor.
Qualifications
Language
- MANDATORY; Fluency
in both written and spoken English and French.
Education
- Bachelor’s degree in Administration/Business
studies or an equivalent qualification from a recognized institution and Diploma/bachelor’s
degree in Nursing, Paramedic.
Experience
- Previous experience in an administrative role
within the healthcare sector is highly desirable; experience with other
humanitarian NGOs is an added advantage.
How to
Apply
