Administration & Travel Assistant II

• Job Title: Administration & Travel Assistant II
• Location: Nairobi, Kenya
• Contract Type: 6-Month Fixed-Term Contract
• Start Date: Rolling recruitment (Apply as soon as possible)
• Application Deadline: 15th June 2025

Applicants are required to upload a Letter of Motivation + Curriculum Vitae (in English) in PDF format as one combined document. Please note that applications submitted in any format other than the one specified above will not be considered.

Médecins Sans Frontières/Doctors Without Borders (MSF) Eastern Africa is the regional institutional office of MSF. It focuses on representation and networking, recruiting and supporting staff from the region, communications and fundraising, as well as working on other dossiers of importance to Médecins Sans Frontières/Doctors Without Borders (MSF) such as Diversity, Equity and Inclusion (DEI), Data Protection, mutualization, training, medical operational support and environmental health.

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. This position will be hierarchically and functionally accountable to the Administration and Travel Officer

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

• Promote and support the development of internal events fostering internal information cohesion and socialization, include team events.

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 

• A 6 months full-time employment contract through MSF East Africa Section Office in Nairobi, Kenya.
• An annual salary of EUR 12,466 at HQ grade 4 based on a full-time appointment.
• Social benefits package; allowances ranging between EUR 247 to 295/month based on individual & administrative status.
• Other benefits include; 12.5 Annual leave days for the 6-month period, Employer Pension contribution, Medical Insurance cover (staff and family).

Application process

• If you recognize yourself in this profile, we welcome you to apply directly via the APPLY NOW button below
• Applicants are required to upload a Letter of Motivation + Curriculum Vitae (in English) in PDF format as one combined document. Please note that applications submitted in any format other than the one specified above will not be considered.
• Applications deadline is 15th June 2025, but we will review on a rolling basis. You are therefore encouraged to apply as soon as possible.

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. MSF will not use your personal data in any other way not foreseen for purposes of recruitment.

MSF is an equal-opportunity employer and does not charge any application/ recruitment fee. Women and persons with disability are encouraged to apply