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Association Coordinator

KEY TASKS Associative Activities

Regional Associative Activities and Associative Focal Persons Network

  • Develop, review and ensure implementation of the MSF EAA Association Annual Plan in collaboration with the MSF EAA President and the Board. Facilitate membership input into the annual plan through Associative Focal Persons;
  • Coordinate and support implementation of intersectional FADs in the Eastern African countries with MSF presence, in collaboration with the Operational Centre Associative Coordinators. This includes regular communication with the field missions on associative issues and participation at FADs and attending in person as required.
  • Ensure the representation of MSF EAA in the Field Associative Debates (FADs) including facilitating board and member presence in conjunction with board assistant, country focal persons and country MSF missions.
  • Strengthen and coordinate development of the EAA associative focal persons network; ensure that each country has a country focal person, project focal persons. Assist member countries in recruitment process, conduct induction, training and capacity building and continuous support, info sharing etc.
  • Organize and support MSF EAA events throughout the region where MSF EAA operates. Receive activity proposals from AFPs, review, edit as per association priorities and budget, engage with missions for collaboration.
  • Support the content development, information material and resource needs including  the related event logistics ; including Mini GAs, Post GA-Pre IGA, End Year Events with close collaboration with country responsible board members and AFPs.
  • Develop, plan and Execute the Annual EAA Café/Intersectional debate on relevant topics in the movement.
  • Conduct regional visits to priority countries and offer support to members, stimulate ALF, engage with HOMs towards ALF and any board priorities.

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General Assembly (GA)

  • Coordinate the development, planning and execution of the General Assembly including budget in close consultation with the board and board assistant
    • Logistics: venue, catering, audio-visual, materials, contracts etc.
    • Develop the agenda together with the MSF EA Board GA committee
  • Responsible for travel arrangements including reservations, visas etc. for association members and guests, with support of board assistant.
  • Responsible for GA documentation and reporting:
    • Compiles all reports from the board, AFPs and compiles the GA report.
    • Take responsibility on the reporting of the GA (including writing of GA minutes), filing of returns in cooperation with the board assistant
  • Ensures adequate reporting of the GA (including writing of GA minutes) filing of statutory returns in cooperation with the board assistant.

Facilitation of Associative Events

Responsible for stimulation of associative life in the field and successful organization of planned associative activities:

  • Responsible for the Organization and facilitation of EAA debates and Associative Events across the region as per the EAA yearly calendar in collaboration with AFPs.
  • Assist in content development and compilation for EAA events.
  • Encourage and facilitate the attendance of EAA members and other Msfers at MSF events
  • Liaise with other departments at the Nairobi Branch Office and the MSF Missions in the region on Associative activities
  • Ensure the preparation, editing, compilation and dissemination of Associative events

minutes / outcomes / reports

  • Responsible for the logistical and travel planning for association members
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Membership Administration and Database Management

Objective is to ensure a strong, active, vibrant and well-informed membership of MSF EAA. Responsible for membership recruitment, applications processing, database management and effective communication:

Membership:

  • Recruit new members and retain an active database of old members.
  • Process membership application forms, lists, approval process and implement EAA membership procedures and ensure timely transfer of membership fees and information transfer for data entry and validate EAA member admission into the closed Facebook group and member platforms. Keep record of membership and subscriptions of all active members, ensuring that contributions are received and accounted for fully based on the Financial & administrative procedures.
  • Coordinate membership fee payment verification with the focal points across the region, cross check with the bank and update the system accordingly.
  •  Responsible for membership fee payments statement verification with the Board treasurer and the bank.
  • Support members and communication with the members, focal points, MSF EAS Board and the MSF International Office.
  • Plan associative meetings with the EAA membership across the region.
  • Provide support in planning and executing other events on request
  • Keep the Association and Section offices updated on any concerns and/or experiences of association members and  other regional field staff and communicate with the board as necessary.

Database and Website Management:

  • Verify and  process membership application in joining the association.
  • Manage and maintain EAA membership database with the required up to date membership information.
  • Manage member database and prepare membership statistics with monthly reporting to the board and Report on any issues related to membership noted from regular analysis.
  • Oversee the development of associative websites and stimulate discussions on online platforms-Facebook, WhatsApp, slack, souk etc.

Administration of the Association Office

  • Is responsible for supporting contact persons for all association matters.
  • Is in charge of the office and carries out administrative tasks in day-to-day business such as checking and answering the emails of the association account and monthly updating of key mailing lists, ensures adequate supplies in the office.
  • Prepare  annual plans and budget in collaboration with the board treasurer and the board as per the EAA calendar.
  • Participate in the review, monitoring and evaluation of associative annual and strategic plans and budget as per the agreed/set timelines.
  • Provide input into the development of the annual Associative Budget. Account for, monitor and report expenses against the budget throughout the year;
    • Manage sign-off processes with the MSF EA President and other signatories
    • Compilation of monthly financial requests.
    • Places orders of goods and services within the approved budget, according to existing policies and regulations in agreement with the treasurer/line-manager.
    • Management of negotiations with suppliers/vendors on behalf of the association when necessary.
    • Provide all necessary information for audit processes and work with treasurer to ensure the annual audit finalized timely.
  • Keep association formalities updated (statutes, by-laws, association register etc.) and manage the institutional memory of the association; archiving of important documents, minutes etc. in physical or electronic way and ensuring the association has access to this institutional memory.

Key Association Communication and Publications

  • Provide members with notice of meetings and outcomes;
  • Ensure regular internal written communication with members via print and electronic media including the association website and regular mails (Newsletter, online platforms, emails);
  • Coordinate timely and accurate communication about associative topics (national/international) between and towards association members and volunteers.
  • Responsible for the compilation and production of EAA monthly and annual newsletters and other identified tools of communication for the East Africa Association (also provide necessary content)
  • Manage the associative websites, update content with technical support from the IT/Comms departments.

Collaboration with the EAS Board

  • Monitor, Evaluate and report to the board on the progress toward Annual Associative Plan monthly;
  • Keep close contact with all board members, in particular with the board responsible for the association and the president regarding associative activities and topics/discussions across the movement and within the EAA association.
  • Attend board meetings-F2F/Virtual (mini board meetings and any other meeting) as may be called upon
  • Reference for monitoring compliance with the Memorandum and Articles of Association (the legal constitution and Internal Regulations) in coordination with board secretary;
  • Coordinate and manage amendments to the Memorandum and Articles of Association as per the Association

Collaboration with the MSF EA Executive

  • Brief and give support to MSF expats passing through the NBO/EAS office to make them feel welcome, inform them about the association and facilitate membership.
  • Carry out regular briefing and information of executive staff on association and MSF Governance
  • Contribute to the production of internal magazines and publications
  • Act as interlink between Executive and Association and provide associative support and input to all relevant activities of the Executive (e.g. FR, HR, humanitarian debate etc.)
  • Represent the association in public events, speeches, FR events, HR events and other if necessary in close cooperation with the board.

Regional and International Collaboration and Engagements

  • Liaison between Board, Members and Regional operations
    • Keep operational teams in the region regularly informed on Associative Plans and progress
    • Attend and present at relevant association meetings, debates;
  • Stay informed of MSF Movement wide issues and associative topics and communicate information to members, executive and board.
  • Contribute to and improve international associative life and governance by:
    • Engaging in international MSF associative discussions
    • Attending relevant international association meetings e.g. the annual Association Coordinator/Officer Workshop; the IGA
    • Participating in international associative working groups
    • Staying informed about activities and discussions of MSF International
  • Support IGA reps in preparation for the IGA and in participation in discussions throughout the year.
  • Actively communicate with counterparts in other MSF entities to ensure good information flow, to share and identify topics of common importance and to establish solid working relationships across the movement
  • Ensures information flow towards the international MSF-Movement (International President, International Office, OCBA, other MSF sections, etc.)
  • Prepare and execute international associative meetings/representation of MSF EA such as the IGA, Associative platforms etc.) if needed
  • Disseminate MSF EAA related content to the movement.

New/ongoing projects & Initiatives

Lead or provide support on specific activities or projects initiated by the Association/Board as delegated, through:

  • Ensure proper engagement with members, MSF EA executive, OC cells and stakeholders to identify new initiatives in Nairobi and the region
  • Draft project plans and budgets as needed and seek board approvals
  • Implement project as per agreed upon plans
  • Frequent reports to the board, partners and other stakeholders
  • Organize capacity building workshop for members and other stakeholders
  • Participate in Key events, projects and activities as required.

Others

  • Support Ad-hoc committees or working groups as assigned, for example the MSF EA steering Committee, antiracism and DEI.
  • Support the organization of international MSF events & conferences in Nairobi/Eastern Africa in close cooperation with other MSF coordinators and assistants.
  • Attend and participate in the MSF EA periodic staff meetings, organizational reviews and planning as well as other meetings that require engagement of EA in the absence of a board member.
  • Supervision of additional part-time volunteers or members for specific projects and events;
  • Work closely with the MSF EA Board Assistant on common issues/activities as directed by the Board/President.
  • Replace the board assistant in all kind of matters his/her absence.

PROFILE REQUIREMENTS

Qualifications and work experience

  1. Undergraduate degree in Business administration, International Relations, Social sciences or other related disciplines
  2. Knowledge of the Eastern Africa Context as well as of global humanitarian affairs
  3. Previous MSF experience in the field, headquarters or the association a pre-requisite.
  4. Strong written and oral communication skills as well as presentation skills.
  5. Understanding of financial procedures and policies of MSF is an added advantage.
  6. At least five years relevant experience to the position with MSF

Specific skills, requirements & competencies

  • Genuine interest in, understanding of, and commitment to; the humanitarian principles, MSF associative structure, social mission, operations, and challenges of MSF.
  • Experience in project management, event management and leadership
  • Able to work in a multi-cultural environment; ability to recognize, respect, learn from and integrate cultural differences
  • Outstanding time management and organizational skills with the ability to handle large volumes of work, track multiple projects and support multiple groups or activities at any one time
  • Strong team player with the ability and interpersonal skills to interact and communicate at all levels of MSF
  • Respect and understanding of confidentiality.
  • Able to work successfully under pressure within short deadlines; maintaining appropriate priorities, adequate detail, flexibility, and positivity.
  • Willingness and personal flexibility to travel across the region and beyond with short notices as may be required
  • Strong communication and presentation skills.
  • Proactive, highly motivated and responsible, able to work with limited supervision, accountable and honest.
  • Fluent/proficiency in English and Swahili (reading and writing). French and Arabic are an added advantage.
  • Computer literacy with excellent MS Office, Outlook, power point and excel with ability to effectively navigate through social media and interactive platforms

Finance/Human Resources Assistant

Accountabilities

  • Execute administrative and legal related tasks, under supervision of the Administrator Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
  • Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
  • Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
  • Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
  • Update Social security Tax office employee files in order to meet legal requirements and duties.
  • Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
  • Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF ’s interests.
  • Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
  • Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
  • Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
  • Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
  • Make all administrative information available to the staff (posting, meetings, etc.)
  • Classify and prepare all accounting pieces as requested by the Administration Manager.
  • File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
  • Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
  • Ensure encoding in Unifield is done on a daily basis and updated as required.
  • Prepare the weekly or monthly cash and bank reconciliation.
  • Ensure all specimen of signatories for SKID and technical referent are up to date and/or changed if needed.
  • Send requests to the Bank for the transfer of funds or transfer for payments after approval of SKID Finance Manager.
  • Respect validation table and procurement procedure
  • Make sure that all documents needed are in the staff file (contracts, job descriptions, ID documents, certificates, acceptance for local staff, disciplinary process, etc.), organize the files in a proper and clear way.
  • Make sure that all needed documents from staff files are scanned and kept in a safe and proper place and properly organized.
  • Organize the recruitment files (archiving) and ensure that the old ones are destroyed (more than 2 years old)

Requirements

Education

  • Essential: Degree finance, business or administration related diploma. (Certified Public Accountants) preferable

Experience

  • Essential: Previous working experience of at least two years in relevant jobs. (minimum 2 years)
  • Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

  • English Essential & Kiswahili desirable

Knowledge

  • Essential: Computer literacy (word, excel, ERP)
  • Desirable knowledge of UniField and Homere software

Competencies

  • Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Base and facility officer

Accountabilities

  • Planning vehicles movements, tracking individual trips, and ensuring implementation of security measures
  • Tracking consumption of supplies, fuel, lubricants, used in different facilities (office, house, store, etc.).
  • Checking the maintenance of the various open spaces (gardens, courtyards…) and ensuring that domestic waste is correctly discarded
  • Checking and ensuring the maintenance of MSF premises and facilities, as well as the general water supply, electrical, walls, ceilings etc. and security conditions. In this sense, making inspection visits to assess the rehabilitation needs of facilities.
  • Performing maintenance of logistics equipment for cold chain, energy, IT and radio communications, in particular:
  • Inventories and the reallocation of equipment.
  • Renewing the authorization to use radio material with local authorities.
  • Checking the quality of the work carried out on generators and electrical installations.
  • Preparing orders for his sector activity, do the follow-up, and checking their proper reception and state.
  • Carrying out local purchases and ensuring that the line manager is aware of any problems linked to the quality or availability of the items to be purchased.
  • Participating in trainings at the request of the line manager
  • Fleet management
  • Repairs and maintenance
  • Power supply and cold chain
  • Expat support in the capital
  • Security management
  • Equipment management

Requirements

Education

  • Essential: Degree and specialization in Logistic

Experience

  • Essential: Previous working experience of at least two years in relevant jobs. (minimum 2 years)
  • Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

  • English Essential & Kiswahili desirable

Knowledge

  • Essential: Computer literacy (word, excel, ERP)

Competencies

  • Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Cleaners

Accountabilities

  • Clean bedrooms, bathrooms, toilets and other rooms in MSF houses.
  • Do the laundry iron clothes and other housekeeping activities.
  • Support the cook (washing up, cleaning the kitchen, etc.).
  • Sweep and mop the floors.
  • Restock supplies (toilet paper, soap, etc.) as required.
  • Upon arrival, prepare hot water for tea/coffee and refill drinking water.
  • Check that the toilets are well stocked with paper, soap and condoms.
  • Check that the water supply (kitchen, showers, etc.) is sufficient during water cuts.
  • Keep premises properly locked (doors, windows).

Requirements

Education

  • Literacy desirable.

Experience

  • Previous experience in cleaning in NGO is an asset

Languages

  • English Essential & Kiswahili desirable

Competencies

  • Commitment, flexibility, teamwork and cooperation, respect to MSF Principles & Stress Management

Drivers

Accountabilities

  • Checking daily, the technical conditions of the assigned vehicle (state of the tires, oil, fuel, brakes, radio equipment, spare parts, etc.), performing weekly check according to the MSF Logbook, refilling it when necessary, and keeping it clean to ensure it can be driven in perfect conditions. Carrying out a hand over if another uses the vehicle
  • Ensuring the security of passengers in the vehicle, driving carefully, observing speed limits and traffic rules in the country as well as MSF security rules, in order to avoid car accidents.
  • Ensuring all passengers have all necessary papers in order before travelling, and ensuring non MSF staff sign disclaimers of responsibility before using the vehicle.
  • Ensuring correct loading and unloading of the vehicle, submitting the documents to the receiver of the goods, checking the status of delivered goods, returning the duly completed documents to Logistics and ensuring that the goods have the necessary documents.
  • Ensuring that all vehicle documents and the driver’s driving license are valid and in the vehicle.
  • Informing the line manager of any incident involving the transportation of passengers and/or goods.
  • Knowing how to use all types of radios, codes, call numbers and radio alphabets by heart and communicating with base according to MSF communications policy to inform the driver’s position and any potential implications.
  • Knowing and respecting the security rules related to vehicle movements, specifically those related to customs, checkpoints and roadblocks. Ensuring all passengers know and respect the security rules

Requirements

Education

  • Essential: Secondary school and driving license. Good knowledge of country roads.

Experience

  • Essential: Previous driving experience of at least two years in relevant jobs. (minimum 2 years)
  • Desirable: experience with specific vehicles to use (4×4, boats, motorbikes, etc.) in MSF and other NGOs.

Languages

  • English Essential & Kiswahili desirable

Knowledge

  • Desirable knowledge of basic mechanics
  • Good knowledge of mission area roads

Competencies

  • Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Order Processing Officers

Accountabilities

  • Performing the day to day activities ensuring an efficient running of the Order processing activities in a particular supply office (coordination or project level) following the supply procedures according to MSF standards and protocols. Including the following activities:
  • Being responsible for the supply database and the correct filing and archiving of the supply documentation in order to guarantee the availability and the coherence of supply data
  • Processing all orders and requests and communicating regularly on their status with the initial clients: order received, approval stage, confirmation, RTS monitoring, backorder, lead times, … and reporting problems to his/her line management
  • Communicating with local and international suppliers (status of order, claims) and reporting problems to line management
  • Performing delegated tasks according to his/her activity and as specified in his/her job description

Requirements

Education

  • Essential: Degree in supply related studies (diploma).

Experience

  • Essential: Previous working experience of at least two years in relevant jobs. (minimum 2 years)
  • Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

  • English Essential & Kiswahili desirable

Knowledge

  • Essential: Computer literacy (word, excel, ERP)

Competencies

  • Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Purchasing Officers

Accountabilities

  • Performing on a day to day basis the purchasing activities of a supply office, analyzing market sources and competitive pricing conditions among different suppliers in order to ensure an ongoing supply of goods, following the procurement procedures and according to MSF standards and protocols. Including the following activities:
  • Constantly assessing the local market, seeking products and suppliers that offer the best value for money and negotiating prices in order to guarantee the best quality and pricing for MSF goods and commodities. Regularly updating the supplier-item-price data on the supply office and informing the Supply (Activity) Supervisor / Logistics Supervisor of all information or modifications to the data i.e. price, address, items available • At the request of the line manager, obtaining different quotations from suppliers according to the MSF Purchasing policy and placing purchase orders to pre-selected suppliers with whom prices have been agreed
  • Requesting invoices or receipts, without delay, for all purchases, checking they are correctly filled and translating information written in local language before approval
  • Managing the administrative and accounting procedures related to purchases: completing purchase orders, checking delivery notes (against orders), managing advances issued by the Finance Department, etc. Updating information on purchase lists after purchases are made
  • Assisting in reception control process with the storekeeper
  • Performing delegated tasks according to his / her activity and as specified in his/her job description

Requirements

Education

  • Essential: Degree in supply related studies (diploma).

Experience

  • Essential: Previous working experience of at least two years in relevant jobs. (minimum 2 years)
  • Desirable: Proven experience in MSF or other NGOs in developing countries.

Languages

  • English Essential & Kiswahili desirable

Knowledge

  • Essential: Computer literacy (word, excel, ERP)

Competencies

  • Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

Storekeepers

Accountabilities

Supervising materials and goods orders and dispatch in order to ensure its rational use.

Receiving orders and deliveries, identifying and reporting potential discrepancies against cargo manifest or others. Stores materials in accordance with the system in force in order to ensure continuous availability.

Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring card

Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging and special storage conditions

Preparing orders on time before sending goods, and packs (according to transport means) weighs and labels freight with corresponding shipping number, destination, number of shipping units, way bill number, weight and mode of transport in accordance with the line manager’s instructions

In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.

Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse

Assisting the line manager with preparation of the stock reports

Requirements

Education

  • Essential: Secondary education and warehouse management related studies.

Experience

  • Essential: Previous experience as storekeeper desirable at least two years in relevant jobs. (minimum 2 years)

Languages

  • English Essential & Kiswahili desirable

Knowledge

  • Essential basic mathematics and use of measuring equipment
  • Desirable computer literacy (word, excel)
  • Desirable ability to do basic repairs

Competencies

  • Results and quality orientation, teamwork and cooperation, flexibility, respect to MSF Principles & Stress Management

If you meet the above requirements, please submit your application by 13th March 2022

APPLY HERE

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