Staff Health Administration Officer
Full time @Medecins Sans Frontieres (MSF) posted 2 hours ago in Administration , in Health Care Shortlist Email JobJob Detail
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Career Level Officer
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Experience 3 Years
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Qualifications Degree Bachelor
Job Description
Tasks & Responsibilities
Administration
- Responsible for all the travel and administration aspects of medevac and referral cases in Nairobi in collaboration with the Travel team.
- Provide essential information to arriving staff, including visa processes (ETA), local shopping options, currency exchange and security briefings in collaboration with the ASA unit.
- Link with the MSF Sections and OC travel focal points for specific travel requirements and guidance.
- Prepare and update monthly reports in close coordination with the rest of SHU team.
- Ensure all travel-related activities, movements, and key data are consistently tracked and well-documented.
- Ensure timely and clear communication of administrative travel requirements (visas, air tickets), and that the welcome package is shared with staff in advance.
- Book and manage patient transportation (taxis to and from the airport) and provide briefings and support on local movements.
- Review of local accommodation and hotel requirements with the support of the travel/Finance/facilities/Procurement to ensure specification of administrative needs are considered.
- Ensure timely request and Process per diems, claim invoices for staff while ensuring proper documentation.
Medical Insurance and Local service Agreements
- Support MSF staff to request MSH pre-certification for staff requiring hospital admission or planned hospital appointments.
- Assist the EA HQ staff/field staff with insurance-related queries.
- Prepare and dispatch letters of undertaking to healthcare providers (e.g., The Nairobi Hospital, check-up, or vaccination centers), as per request by SHU team.
- Ensure the invoice from service providers is printed, approved and scanned, to the Finance team for Payment.
- Liaise with Ambulance Companies in Nairobi when needed for events, or individual staff health support.
Guest House Management
- Ensure comfort during the stay of the staff and Caregiver in the guest apartment, whilst providing seamless support for basic items, (Hygiene, electricity, water, internet and Gas).
- Coordinate with the Procurement Unit to ensure guest house supplies are ordered and stocked in a timely manner.
- Link with the person responsible to ensure any damage and broken items are fixed in a timely manner.
French Translation and Interpretation
- Assist French-speaking staff during medical consultations and wellness programs to facilitate clear communication with healthcare professionals.
- Ensure the employee understands the risks, benefits, and alternatives of a medical procedure before they sign consent forms.
- Support health officers in delivering sensitive or difficult health information in a way that is culturally appropriate and empathetic.
- Translate HR, health-related forms, consent documents, and medical documents from French to English and vice versa.
Data protection
- Filter and maintain strict confidentiality of all medical and personal information.
- Uphold ethical standards in all aspects of patient care and document handling.
Other Responsibilities
- Assist in the organization of team events, meetings, and activities.
- Provide input during review/update of SHU HR/Admin policies & procedures
- Prepare handover documents and reports for follow-up during absence.
- Ensure administrative work plans are updated and followed through regularly with the supervisor.
Qualifications
Language
- MANDATORY; Fluency in both written and spoken English and French.
Education
- Bachelor’s degree in Administration/Business studies or an equivalent qualification from a recognized institution and Diploma/bachelor’s degree in Nursing, Paramedic.
Experience
- Previous experience in an administrative role within the healthcare sector is highly desirable; experience with other humanitarian NGOs is an added advantage.
Competencies
Technical Competencies
- Knowledge of MS Office Tools (PPT, Excel).
- 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.
- Start date: ASAP.
- Salary: An annual salary of EUR 18,476 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 247 to 295/month based on individual & administrative status. This amount may be used to cover accommodation and utilities, transportation, etc.
- Other benefits include: 25 days of annual leave, Employer Pension contribution, and medical insurance cover (staff and family) based on MSF EA terms/conditions.
