Project Coordinator Support

MSF Switzerland (MSFCH) is a humanitarian medical organization providing emergency medical aid to populations in need based in Dagahaley and Mombasa County.

Duration: 12 months fixed term contract (Starting with 3 months’ probation period)

Start Date: ASAP

The selected candidate will be reporting functionally to the Deputy Project Coordinator and hierarchically to the Project Coordinator, MSF Dagahaley Project. This position is only open to Kenyan nationals.

Main purpose

Providing support to the Project Coordinator in the security management and the coordination tasks, ensuring a smooth relation with local and national authorities and contributing to the context analysis and follow-up according to MSF protocols, standards and procedures in order to ensure the smooth running of the project.

Accountabilities

• Representing MSF externally together with the Project Coordinator (PC) or alone (when delegated) and negotiating on behalf of the project coordination in close cooperation with the PC and based on beforehand agreed messaging. Assisting in safeguarding and promoting MSF’s image externally
• Monitoring, analyzing and reporting on key issues (security, risk, etc.) to the Project Coordinator and providing contextual information, through a sound knowledge of counterparts, parties, actors, authorities and military groups, in different administrations/parties and governorates/districts in order to improve understanding and decision-making processes. Maintaining the security database and providing a biweekly context analysis based on recent incidents and developments
• Assisting in exploratory missions and assessments as needed and participating in the development of security plans
• Assisting the Project Coordinator in Internal and External Communication sessions and events about MSF (for National staff, the Ministry of Health staff, as well as local authorities, community leader, military actors, security forces) in order to improve awareness, understanding of MSF principles and services and public opinion adhesion. Write meeting minutes and contribute to the meeting logbook.
• Ensuring the continuity of relations/networking with local actors (other NGOs, UN agencies, local authorities, media, etc.) and filing and updating field contacts and correspondence in order to ensure information sources accuracy and its availability on regular basis. Organizing advocacy contacts and appointments for the Project Coordinator. • Translating and reviewing documents and acting as an interpreter when needed. Assisting the Project Coordinator in the drafting of correspondences with authorities and counterparts (government officials, military actors, community leaders, UN agencies, NGOs, etc.) in order to ensure fluent and accurate communication flows.
• Preparing and conducting context, cultural and security briefings on the project context to new employees (national and international) in order to facilitate their integration and within the project environment. Ensuring regular security briefings/trainings of assessment team, drivers, and guards in consultation with the Project Coordinator.
• Being contactable by phone and available to assist the Project Coordinator with important context, security and operational issues that may occur outside of regular working hours unless otherwise agreed with the PC (e.g., holidays)
• Performing assigned additional responsibilities or tasks as required by the Project Coordinator

MSF Section/Context Specific Accountabilities

Project reporting and monitoring:

• In support of the Deputy Project Coordinator is responsible for the monthly and ad hoc reporting for the project:
  • Creation of incident reports for security and safety incidents within the project location
  • Recording of all reported incidents in the security Logbook, under supervision of the Deputy Project coordinator
  • Updating the Contact Matrix on a monthly basis
  • Updating the monthly nutrition survey
• Creates the agenda and minutes of the SMT meetings, and other meetings upon request of the Project Coordinator
• Provides support in the organization of the Quarterly and annual reporting meetings
• Provides support in the practical organization of Quarterly Handover Meetings (Joint Steering Committee or other) : contacting members, organizing transport, accommodation, etc..

Bring a support on HR complicated cases / issues

• Assist in disciplinary procedures when requested
• Take part in HR conflict solving
• Participate in sensitive recruitment process/interview if requested by HR department

Program support

• Supports hospital management Team in areas they may need support of PC office
• Supports on the collection and return of birth notification booklet from UNHCR and issues to maternity ward
• Register’s and shares community and staff concerns and complains
• Supports Log team during quarterly car hiring
• Supports Log team on security management in the Hospital

Advocacy, Communications and Community engagement

• Supports the Advocacy manager and/or Communication managers in the practical aspects of the advocacy campaigns or activities planned (finding suitable candidates for interviews, translation, practical organization of interviews, etc..)
• Supports in the meetings with host – and refugee community by taking notes where required, translating where required.
• Supports the Outreach activities (annual activity calendar) where required

Ensure the backup of the Deputy Project coordinator when needed

Requirements

Education

• Diploma Level, preferably in the field of Social Sciences (Political Sciences, International Public Law, Anthropology, Economics, etc.)

Experience

• Essential experience in and exposure to working in a complicated political, security and humanitarian environment.
• Essential experience in data collection, reporting and analysis
• Desirable two years previous experience in similar jobs in the field of humanitarian aid with MSF or other NGOs
• Desirable management experience

Languages

• Proficiency in English and Kiswahili. Somali language is desirable

Knowledge

• Essential computer literacy (word, excel, Internet/social media)
• Excellent understanding of MSF’s principles and values
• Knowledge of and interest in humanitarian issues
• In-depth contextual knowledge and analysis skills
• High level of knowledge of local culture and customs

Competencies

• Results and quality orientation, teamwork, behavioral flexibility, commitment to MSF Principles and Stress Management