Staff Health Administration Officer

## **MSF Eastern Africa is looking for a Staff Health Administration Officer**

*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 Risk** 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***

The Staff Health Administration Officer is responsible for coordinating office-level and intersectional administrative processes, including travel, transit, and staff movement management. The position ensures that all administrative services related to staff mobility are delivered efficiently and effectively across the Eastern Africa Office.

This position will be **hierarchically** accountable to the ***Head of Staff Health and Wellbeing*** and **functionally** accountable to the ***Travel and Admin Team Lead***.

## ***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 me