Do 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 and will be monitored with this in regard.
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.
Rationale/Objective for Position
MSF Eastern Africa will host the 2nd Regional Data Protection and Cyber-security Symposium for Humanitarian Actors under the theme 'From Practice to Impact: Securing Humanitarian Data in a Digital-First Era'. The project assistant will provide dedicated support to ensure successful planning, delivery and reporting of the symposium.
The project assistant will provide end-to-end administrative, logistical, stakeholder engagement, communications and event coordination support to the Data Protection Unit before, during and after the symposium.
This position will be hierarchically and functionally accountable to the Data Protection Advisor.
Tasks & Responsibilities
Planning and Coordination
- Maintain the symposium workplan and tracker.
- Coordinate planning meetings and followup action points.
- Track budgets, procurement requests and service delivery timelines.
- Maintain risk and issue logs.
Stakeholder Engagement
- Coordinate invitations and registration processes.
- Maintain participant,speaker, sponsor and partner databases.
- Liaise with NGOs,UN agencies,academia and technology partners.
- Support sponsor engagement and follow-up meetings.
Communications and Visibility
- Manage the symposium mailbox.
- Draft participant communications and reminders.
- Coordinate branding materials, speaker biographies and event content.
- Support website, registration and landing page updates.
Logistics and Operations
- Coordinate venue, catering, accommodation and transport arrangements.
- Support registration and participant management.
- Coordinate volunteers, rapporteurs and support staff.
- Track consent management and event data protection requirements.
Program Support
- Coordinate speakers, moderators and panelists.
- Consolidate presentations and session materials.
- Support agenda development and session logistics.
- Track keynote, panel and breakout session readiness.
Documentation and Reporting
- Take minutes and maintain action trackers.
- Coordinate rapporteurs and session reports.
- Support preparation of post-event reports, recommendations and knowledge products.
- Maintain symposium records and archives.
Expected Deliverables
- Updated symposium project plan and tracker.
- Stakeholder database and communications tracker.
- Registration and attendance records.
- Speaker and sponsor management tracker.
- Logistics readiness checklist.
- Daily progress reports during final preparation period.
- Symposium report support package and lessons learned register.
- Post-event participant communication package.
Qualifications
Education
- Diploma or Degree in Project Management, Events Management, Communications, Business Administration, Information Management or related field.
Experience
- Minimum 2 years' experience supporting conferences, workshops or stakeholder events.
- Experience working with NGOs, humanitarian organizations or development partners is desirable.
- Strong organizational and stakeholder management skills.
- Excellent written and verbal English communication skills.
- Advanced proficiency in Microsoft Office and online collaboration tools.
Competencies
- Excellent planning and coordination.
- Strong attention to detail.
- Ability to manage multiple priorities under tight deadlines.
- Professional communication and diplomacy.
- Problem-solving and initiative.
- Ability to work independently and within multidisciplinary teams.
Performance Indicators
- Planning milestones delivered on time.
- Registration targets achieved.
- Stakeholder communications completed within agreed timelines.
- Event logistics delivered with minimal disruptions.
- Timely completion of reporting and documentation requirements.
Conditions and Benefits:
- Job Location: MSF Eastern Africa office in Nairobi (Kenya).
- Contract: 3 months contract/ etc.
- Start date: 1st July 2026.
- Salary: A monthly salary of EUR 1,264 at HQ Grade 5 based on a full-time appointment.
- Work-life balance financial benefit; ranging between EUR 247 to 295/monthbased 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.
Application Process:
- The vacancy closing date is: 23rd June 2026. However, applications will be reviewed on a rolling basis,and we therefore encourage interested candidates to apply as early as possible.
- 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.
- Applicants are required to submit a single PDF document containing a Letter of Motivation and a Curriculum Vitae (CV) (in English). Please note that applications submitted without a Letter of Motivation 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.
Information
The 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.