Admin Transit

MSF Switzerland (MSFCH) is a humanitarian medical organization providing emergency medical aid to populations in need .

The position support MSFCH’s operations in Sudan and it is based in Nairobi Office

Duration : 6 months

Start Date : May 2024

The selected candidate will be reporting to HR Coordinator

Main Purpose

Administrative specialist responsible for the staff management, staff movements and associated procedures in alignment with MSF’s standards, protocols, and local legislation to uphold the seamless functioning of MSF’s operations.

Accountabilities

• Managing visas, plane tickets, and associated processes for the arrival and departure of international staff in coordination with headquarters.

• Coordinating staff movements (local and international) and handling administrative formalities such as passports, visas, and per diems with projects and headquarters. Organize and supervise entry permit, work permits, visa extensions, and dependent pass procedures across our missions in Kenya and Sudan.

• Serve as the key liaison for immigration-related matters, ensuring compliance with visa, dependent pass, entry, and work permit regulations in both countries

• Maintaining contact with external partners to stay updated on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies, etc.).

• Handling all administrative tasks required for personnel transiting through the capital, including transportation, briefings, financial matters, and lodging.

• Updating movement-related tools, Mission contact information, and distributing them regularly, including movement lists and evacuation/lists.

• Planning and supervising associated processes (recruitment, training/induction, evaluation, potential detection, development, and communication) for staff under supervision, such as administrative assistants and housekeeping staff, to enhance capabilities and ensure adequate staffing and knowledge levels.

• Managing modes of telecommunication, and overseeing housing/rooming assignments to ensure proper management of guesthouses, including furniture, cleaning, and food. Act as the primary point of contact for rent and utilities follow-up for our premises in Nairobi.

• Preparing per diem and security funds in Nairobi

• Coordinating closely with the team in Sudan for the smooth internal movement of locally hired staff.

• Filing administrative documents according to MSF standards and local legislation and ensuring timely submission of required documentation to headquarters.

• Prepare briefing schedules for new arrivals, both local and international.

• Monitor and oversee expatriate contracts, addendums, and end-of-mission procedures.

• Ensure the accuracy of expatriate follow-up and contact lists.

• Offer administrative support to missions, particularly concerning visa inquiries and movements, including transit and evacuation arrangements in Nairobi.

  Requirements

**Education :**A Bachelor’s degree in business administration, Management, Public Administration.

**Experience:**At least one year in administration management or related field

**Language:**English

**Knowledge :**Essential computer literacy (Word, Excel, internet)

Competencies

• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioral Flexibility
• Commitment to MSF Principles
• Stress Management