Travel & Administration Officer

MSF EASTERN AFRICA IS LOOKING FOR A TRAVEL & ADMINISTRATION OFFICERDo your skills and experience not precisely match the requirements? At MSF EA, we strive to create a safe, diverse and inclusive workplace, recognizing the need to increase access to professional opportunities for historically underrepresented groups. If you're interested in this position but your experience doesn't align perfectly with the selection criteria, we encourage you to apply anyway. You might be the ideal candidate for this or other positions.Firmly committed to safeguarding patients, community members, staff, and all those in contact with the organization from all forms of abuse, including sexual exploitation, abuse, and harassment (SEAH), we will take all necessary steps, through rigorous vetting processes, to ensure that confirmed perpetrators of abuse do not join the organization.For this position, contact level with patients and children is categorized as Low Risk and will be monitored with this in regard.INTRODUCTIONMédecins Sans Frontières/Doctors Without Borders (MSF) is an international independent medical humanitarian organisation that provides assistance to people affected by conflicts, epidemics, and natural or human-made disasters and excluded from healthcare. We provide this assistance without discrimination, irrespective of race, religion, creed or political affiliation.ABOUT MSF EASTERN AFRICAMSF 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 MSF such as Diversity, Equity and Inclusion (DEI), Data Protection, mutualization, training, medical operational support and environmental health.RATIONALE/OBJECTIVE FOR POSITIONThe Travel and Administration Officer is responsible for coordinating the MSF EA office and intersection cross administration and travel tasks and ensuring effective and efficient administrative services for all areas related to staff movement and transit management at the Eastern Africa Office.This position will be hierarchically and functionally accountable to the Travel & Administration Unit Lead.TASKS & RESPONSIBILITIESADMINISTRATIVE PROCESSES & SUPPORT* In collaboration and support from the Travel & Administration unit lead, initiate and draft a travel and movement policy and ensure implementation on the same. * Serve as the focal point for all travel and movement-related matters for the Eastern Africa Office staff regarding non-Kenyan staff administration, providing support on visa processing and administrative procedures for staff deploying to the field." * Ensure proactive, effective communication and good collaborations with the Regional Protocol office (RPO). * Ensure accurate and updated information for travel through the EAS travel tool, or local external service providers. Link with the MSF Sections and OC travel focal points for specific travel requirements. * Initiate the processing and follow up of Work Permit/Passes/Cards for all Non- Kenyan employees based in the Eastern Africa (EA) office. * Provide administrative support for any medical interventions in Nairobi and the region with the support of the staff Health care officer and other colleagues involved. * In close coordination with the other Travel & Administration Officers, actively and timely preparation, and updating of weekly and monthly reports for the Travel Unit, ensuring that all travel-related activities, movements, and key data are consistently tracked and well-documented. * Respond to teams regarding potential incidences, validity of travel fares, business trips in collaboration with the travel agent. * Review of local accommodation and hotel requirements with the support of the Finance/facilities to ensure specification of administrative needs are considered. * Ensure clear communication regarding administrative requirements for travel (visas), and together with Staff Health officer, relevant vaccines and checkup. * Coordinate preparation of administrative documents for work permit and follow up with the protocol/regional representative’s office. * Provide support in organizing training and events, including preparing administrative documents such as employer introduction letters required by embassies, and ensuring the Training Calendar is updated promptly. * Create a network with embassies or visa application centers (as and when) that we mostly deal with and establish an updated contact list for the same. * Support the proximity management initiatives by providing punctual information on Kenyan/other staff movements to facilitate meetings/briefings/debriefings and follow up in collaboration with the career management.MANAGEMENT AND ORGANIZATION OF TRAVEL MOVEMENTS FOR ALL STAFF BASED AT THE EA OFFICE AND FIELD STAFF.* Coordinate flight bookings and hotels for staff. * Provide support and information regarding visas to the respective employees. * Prepare and send travel documents. * Coordinate proper filing of non-Kenyan documents for / work permit/passes/cards. * Maintain and manage accurate data and information relate to all movements/ travels. * Authorize travel expenses such as per-diem forms for EA staff and visitors and flightsOTHER RESPONSIBILITIES* Plan, direct, supervise, and coordinate work activities of the Administration and Travel Assistant. * Assist in the organization of team events, meetings, and activities. * Support the Field HR in communication, administrative requirements for travel (vaccination/health checks/briefings/other) and contact with Field staff recruited and managed by the office. * Provide input during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed. * Prepare handover documents and reports for follow up during absence. * Ensure administrative work plans are updated and followed through regularly with the supervisor.QUALIFICATIONSLanguage* MANDATORY; Fluency in both written and spoken English and French. * Desirable; Proficiency in written and spoken ArabicEducation* A bachelor’s degree in human resource, Administration, Management or an equivalent qualification from a recognized institution. * Knowledge of MS Office Tools (PPT, Excel).Experience* At least two (2) years' experience in a similar job, preferable in the non-profit making sector. * Experience in travel agency, airline, coordination of events, visas, and work permit management. * Previous experience with MSF or other humanitarian NGOs is desirable.Competencies* TECHNICAL COMPETENCIES * Excellent IT Skills * Web/internet navigation skills. * BEHAVIORAL/GENERAL COMPETENCIES * Commitment to MSF’s Principles * Cross-cultural Awareness * Strategic Vision * Results and Quality Orientation * Service Orientation * Planning and Organizing * Initiative and Innovation * High level of flexibility. * Strong communication skills.CONDITIONS AND BENEFITS:* Job Location: MSF Eastern Africa office in Nairobi (Kenya). * Contract: Open-ended, Full-time, contract etc. * Start date: May 2026/ ASAP. * Salary: An annual salary of EUR18,476 at HQ Grade 6 based on a full-time appointment with an annual increment of 2% every year up to a maximum of 10 years. * Work-life balance financial benefit; ranging between EUR 188 to 295/month based on individual & administrative status. This amount may be used to cover accommodation and utilities, transportation, etc. * Other benefits; 25 days of annual leave, Employer Pension contribution and medical insurance cover (staff and family) based on MSF EA terms/conditions.HOW TO APPLY* The vacancy closing date is: 4th April 2026. * This vacancy is open to Local Applicants (Kenyan residents with valid authorization to work). * By applying to this position, the applicant confirms they have read, understood and agreed to fully comply with MSF Charter and MSF Behavioral Commitments and Data Privacy Policy. * In line with MSF’s Safeguarding Principles, successful candidates undergo a rigorous vetting process that includes background checks and self-declaration. * If you recognize yourself in this profile, we welcome you to apply directly via the vacancy link. * Applicants are required to upload a Letter of Motivation and Curriculum Vitae (in English) as per prescribed formats. Applications missing the motivation letter will not be considered.If you have any questions regarding your application, please contact [email protected] before the vacancy closing date. Kindly use this email only for technical issues related to your application, for example, if you do not receive an automated response or encounter problems uploading documents. Applications sent directly to this email will not be considered.INFORMATIONThe 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.Lately, MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual applying for MSF roles does it out of conviction and is ready to uphold the values and principles of MSF.