Latest Job Openings at Medecins Sans Frontieres (MSF)

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Human Resource management jobs,Administration jobs, Project Management jobs,

Engagement Officer

Responsibilities

Events responsibilities

  • Production of events from start to finish for a range of audiences and budgets including large scale public events, small high-level donor networking moments, online recruitment days and internal staff get togethers.
  • Overseeing all aspects of the event including brainstorming concepts, researching possibilities, managing logistics and service providers, producing the event, overseeing the budget and negotiations with suppliers as well as the post event reporting and follow up, always keeping the target audience in mind.
  • Liaison within the MSF movement to benefit from existing knowledge and ideas for events.
  • Collaboration with the rest of the communications team to publicize the event.

Support for fundraising

  • Managing fundraising events from start to finish, under the guidance of the FR manager.
  • Managing donor database and communication including drafting, validating and sending out thank you notes and other donor communications, ensuring their quality and consistency with MSF´s standards and timescales.
  • Managing donor queries and follow-ups in a timely, effective and professional manner.
  • Managing the CRM and other FR systems, in collaboration with the FR manager.
  • Collaborating with other members of the team on supporter journeys and FR pages of the website.
  • Assisting the FR manager with research into donors and prospects.
  • Assisting he FR manager with the production of FR materials.
  • Assisting the FR manager with the production of FR reports.
  • Providing back up for the FR manager in their absence.

Job requirements

  • Experience in event production (on and offline), relationship and project management.
  • Good organisational skills and able to juggle multiple priorities, working with multiple stakeholders.
  • An interest in MSF and humanitarian work in general and an ability to quickly understand the organisation´s social mission generally, as well as in specific countries/projects.
  • Highly computer literate and experience/ability managing database systems.
  • Proven ability to produce highly professional written work for a variety of audiences. • Professional and diplomatic manner, with experience of dealing with people including at a senior level.

Competencies

  • Commitment to MSF’s Principles
  • Cross-cultural Awareness
  • Behavioural Flexibility
  • Stress Management
  • Analytical Thinking
  • Results and Quality Orientation
  • Service Orientation
  • Planning and Organising
  • Teamwork and Cooperation

HR & Administration Assistant (Temporary – Maternity leave replacement)

Tasks and responsibilities

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1. Office Human Resources and administration management

  • Prepare the monthly payroll for staff ensuring high level of accuracy.
  • Ensure all statutory and other obligations required have been met for processing and validation by the line manager.
  • Prepare all statutory payments and reports after validation of the payroll.
  • Ensure all staff records are properly kept and updated, and confidential information kept in a secure place. Put in place and manage a tracker to follow up the status of staff contracts and seniority/band-level for updates/changes.
  • Complete staff records based on the employee information form and checklist for all information required.
  • Update the HRMIS systems, and provide necessary reports.
  • Prepare and regularly update staff contracts and ensure registration and deregistration of all staff into the HR systems, in close collaboration with other HQs Cross-Admin.
  • Update the leave plan for the team/units and ensure the procedures for leave management is observed by all. Continuous leave follow-up, update and advice staff.
  • Plan, coordinate and facilitate proper induction of new staffs in the office after recruitment.
  • Brief all incoming new staff on HR/Admin policy/handbook and sending regular updates to all for changes and notices.
  • Manage, under the supervision of the HR/Admin Manager, the HR Payroll software and prepare salaries, deductions and reports based on MSF policy and observing all legal requirements.
  • Process school fees invoices for payments based on the MSF policy, and ensure good follow-up through the tracker to manage limits and compliance with tax regulations (for Kenyan contracts).
  • Follow up management, updating and renewal of insurances: medical, WIBA, GPA/Life for both local and NCR contracted staff. Ensure the insurance policy documents are in place and overview of the status and changes thereof available.
  • Register/deregister staff on Medical insurances, Group personal accident (GPA) WIBA/life insurance and update the list regularly to send to the insurance company. Follow up and Check all invoices for the same to ensure correct billing periodically.
  • Provide support for medical evacuation and referrals based on the MEDEVAC procedure document.
  • Oversee the administration of daily workers, interns and consultants engaged by various units/departments in the NBO, ensure that the necessary compliance is adhered to observing the policy/guidelines in place.
  • Assist in providing various Human Resource support in the e.g. recruitment, training, audit preparation and any other events/activities.
  • Proactively collaborate with HR/Admin counterparts in other MSF offices and organisations to exchange and enrich experience on how work and process can be improved.

2. Others

  • Work closely with other departments and team members in all aspects of HR/Admin.
  • Assist and work closely with the Administration & travel Coordinator & Admin assistant in areas that require collaboration (movements, registration, medevacs…) and if needed/necessary/feasible fill the gaps to cover specific tasks during their absence.
  • Provide input in review/update of HR/Admin policies and procedures and ensure the transmission to staff.
  • Prepare handover documents and reports for follow up during absence.
  • Ensure activity/work plans are followed through and updated regularly with the supervisor, and active participation in annual plan and reviews for the unit’s activities.
  • Identify opportunities for service improvement in taking care of staff working in MSF EA.

INTERNAL / EXTERNAL RELATIONSHIPS

Internal:

  • HR Department – administration/Trainings/BF/travels/Field HR
  • MSF EA Office Staff – Administrative support/ internal communication/Updates/HR Policy sensitization/Insurances.
  • MSF Finance, Facilities & Service Department- Collaborations on onboarding/Payroll/Staff payments.
  • Other MSF Section office contacts – general information/updates/cross-HR exchanges

External:

  • Other MSF HQs/Cross-Admin.
  • Local & International Insurances company/other external HR agreements.
  • HRMIS/ERP Providers.
  • Key institutional and official contacts for networking/database

EDUCATION AND EXPERIENCE

  • Relevant Degree from a recognized university or Diploma in Human Resource management/Administration.
  • Minimum of 2 years’ experience in Administration and HR related field
  • Experience with MSF will be an added advantage.
  • Knowledgeable of and interested in the international humanitarian context
  • Good IT knowledge
  • Experience in payroll and compensation management
  • Good understanding of the HR legal environment in Kenya.
  • Membership of a professional regulatory body (IHRM).

COMPETENCIES

  • Commitment to MSF’s Principles
  • Flexibility
  • Stress Management
  • Cross-cultural Awareness
  • Analytical Thinking
  • Results and Quality Orientation
  • Service Orientation
  • Planning and Organising
  • Teamwork and Cooperation
  • Initiative and Innovation
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