Médecins Sans Frontières Liaison Officer Jobs in Kenya
Médecins Sans Frontières (MSF) is an independent international medical humanitarian organization providing assistance to people affected by armed conflicts, epidemics, natural or non-natural disasters, or persons excluded from access to health care. The organization has health projects in more than 70 countries. MSF France has had a significance presence in Kenya since 1996.
Currently, MSF runs 2 projects in Kenya; one in Homa Bay County supporting the HBCTRH in the adult medical (in-patient and TB) wards to improve management of adults’ patients hospitalized and recently started a chronic disease activity in 2 decentralized sites.
In Mathare, MSF runs a 24hour SGBV clinic and an Emergency program in Mathare with a clinic in Dandora offering youth friendly services to those between the ages of 10 to 24 years. The Coordination office in Nairobi provides support to and coordinates all the MSF France projects in Kenya. MSF France is looking to fill the position of a Liaison Officer. 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
How to Apply
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: [email protected]
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