Travel and Administration Manager

Introduction

Médecins 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 Africa

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 MSF such as Diversity, Equity and Inclusion (DEI), Data Protection, mutualization, training, medical operational support and environmental health.  

Objective of the Position

The Travel and Administration Manager is overall responsible for all matters relating to the travel and administration unit. The position works in collaboration with internal MSF EA different functions and external stakeholders in all HQs.

This position will be hierarchically and functionally accountable to the Head of Human Resources and Administration.

Tasks & Responsibilities

• Lead the development and implementation of travel and administration strategy with guidance of the Head of HR and Admin, ensuring that the travel and administration strategy is well aligned to the vision of HR for MSF Eastern Africa section.
• In collaboration and support from Head of Human Resources, develop a travel and movement policy, procedures, framework, and tools and ensure implementation on the same.
• Provide Support and Advises for all kind of movements in/out of Nairobi/our projects and ensure facilitation of flights/movements, visa, work-permits, and accommodations for all requester in addition to Eastern Africa and hosted staff.
• Ensure the team 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.
• Ensure efficient and effective support is provided by the travel and administration team in organizations of trainings and events including providing administrative support to all requesters.
• Carry out annual Client Satisfaction/feedback surveys; and develop and implement an action plan based on the outcomes.
• Ensure compliance of travel and administration policies/procedures and process with all data privacy policies, and ensure they are integrated in all travel and administration policies.
• Actively participate in departmental planning by anticipating and identifying resources needed for the implementation of travel and administration initiatives.
• Develop annual plans for the unit in consultation with Head of Human Resources, set performance targets for the unit and teams based on needs identified by end users, and develop/implement the plans using appropriate planning tools.
• Travel to MSF projects to provide travel and administrative support to teams in missions and projects including capacity building and gap filling. 

Networking and Engagement:

• Lead collaboration & Engagement with different MSF entities for hosting events/trainings and resources sharing, mutualization agreements and maintenance framework.
• Lead Integration of travel and administration policies and procedures within different functions e.g., Data protection, Finance & facilities, IT support, Ops etc.
• Engage with the broader MSF HR network to capture new needs that can be supported from Nairobi and learn from similar activities/initiatives.
• Ensure a proactive, effective communication and good collaborations with the Regional Protocol office.
• Represent MSF EA on various (international) platforms and working groups to ensure MSF EA interest are reflected and met.

Team Management:

• Supervise the day-to-day work of Travel and Administration Officer and Assistant to ensure user satisfaction on the services the unit provides.
• Plan, direct, supervise, and coordinate work activities of the travel and administration unit team.
• Set performance targets for the team based on unit performance targets and monitor the results!
• Mentor and coach travel and administration staff based on the needs identified in performance management.

Qualifications

Education

• Bachelor’s degree in human resource, Administration, Tourism, or an equivalent qualification from a recognized institution.
• Knowledge of MS Office Tools (PPT, Excel).
• Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

• At least five (5) years' experience in a similar job, preferably in the non-profit making sector.
• At least three (3) years’ experience managing a team in fast paced work environment.
• Previous experience with MSF or other humanitarian NGOs is desirable.

Competencies

• Technical Competencies
• • Policy development
  • Report writing
  • Excellent IT Skills
  • Web/internet navigation skills
• Behavioral/General Competencies
• • Strategic Vision
  • People management
  • Results and Quality Orientation
  • Service Orientation
  • Planning and Organizing
  • Strong communication skills​