Médecins sans frontières (MSF) or Doctors Without Borders, is an international humanitarian-aid non-governmental organization (NGO) and Nobel Peace Prize laureate, best known for its projects in war-torn regions and developing countries facing endemic diseases.

Main Objective & Responsibility For The Position

The position of the Administrative Assistant is to support the administration of all aspects of the HCA and ensure that MSF staff and operations are following the required procedures and ensuring that the maximum use of the benefits is made within clear guidelines and policies.

• To provide efficient & effective support to the Regional office and MSF sections in the application and lodgement of exemptions for all work permit exemptions, visas, dependant passes, imports; and applications for registration of diplomatic vehicle plates with the Ministry of Foreign Affairs (MoFA) and the National Transport and Safety Authority (NTSA).
• Establish and maintain relations with MSF sections to ensure that all imports and motor vehicle registrations are lodged and followed up in a timely and efficient manner.

The Administrative Assistant will be accountable to the Head of Regional Protocol Office (HRP) and will from time-to-time support and cover for the Liaison Officer as and when required.

Tasks & Responsibilities

Application for work permit exemptions, visas, diplomatic and dependant pass

• In consultation with the MSF sections (Belgium, France, Holland, Spain and Switzerland) and Deputy Regional Representative, lodge applications for work permit exemptions, visas, diplomatic and dependant passes (and Airport passes where applicable) for all MSF officials and their dependants with the Ministry of Foreign Affairs.
• Receive all requests and documentation for application of work permit exemptions and dependant passes for all MSF officials of all the Sections (Belgium, France, Holland, Spain and Switzerland).
• Draft Note Verbales, letters and other documents as required, for checking and signature by the HRP
• Manage and maintain all applications on the IPMIS system.
• Support the relevant staff of the MSF sections to ensure that the correct primary and supporting documentation is provided to the Regional Office in order to guarantee a successful application and/or extension of a work permit, diplomatic and dependant passes.
• Follow up closely to ensure that the MoFA deals with the applications timely and that they are forwarded to the Ministry of State for Immigration without undue delay.
• Support diplomatic engagements with the Ministry of Foreign Affairs to expedite granting of work permit exemptions where special circumstances within MSF demand that the permit be granted within a shorter period of time than the MOFA stipulated timeframes.\
• Ensure that all the documents, passports and resident passes, are distributed to the relevant Sections as soon as possible after receipt from the MoFA.
• Liaise with the MSF sections and keep them updated on the status of the pending applications for work permits, diplomatic and dependant passes.
• Submit for cancellation in a timely manner, diplomatic and dependant passes to the Ministry of Foreign Affairs of officials who have completed their missions, as well as those officials who have ended their missions before expiry of their work permits.
• Assist the Head of Regional Protocol Office (HRP) in organizing refresher trainings to HR and Administration staff of the MSF sections on the processes and requirements of successful and seamless application and/or renewal of work permits, diplomatic and dependant passes.
• Maintain exemplary external working relationships with relevant Government officials and authorities, principally those of the Ministry of Foreign Affairs.
• Prepare Note Verbales for approval by the MoFA to support applications by MSF officials for Personal Identification Numbers (PIN) and Kenya Driving Licenses.

Customs Duty, IDF and Motor Vehicle Registrations

• In consultation with the MSF sections (Belgium, France, Holland, Spain and Switzerland) and the Deputy Regional Representative, lodge applications for exemptions of customs duty, IDF and applications for motor vehicle registrations for all sections at the Ministry of Foreign Affairs, Kenya Revenue Authority (KRA) and the NTSA.
• Liaising with SNEA, SKID, Kenya Logbase and MSF Sections keeping them updated on the status of the pending exemptions of duty, IDF and VAT.
• Lodge and manage applications for motor vehicle and motorcycle registration and deregistration, logbooks & diplomatic number plates with the MoFA and the NTSA.
• Assist in management of the TIMS account for MSF official vehicles.
• To comply and follow the IPMIS system/process requirements and maintain the applications of Pro 1 Bs.
• Follow up closely with the above-mentioned government entities to ensure applications are dealt with timely and that they are forwarded to the next relevant authority without undue delay.
• Liaise with the Supply Centres of the different MSF sections and keep them updated on the status of the pending exemptions.
• Timely distribute all duly authorized exemptions to the Supply Centres for onward transmission to clearing agents.
• Assist the Head of Regional Protocol Office (HRP) in organizing regular refresher trainings to Finance, Procurement, Supply and Administration staff of the MSF sections on the processes and requirements of successful and seamless application for exemptions for customs duty, IDF and motor vehicle and motorcycle  registrations.
• Maintain exemplary external working relationships with relevant Government officials and authorities, principally those of the Ministry of Foreign Affairs, Ministry of Health, Ministry of Finance, Kenya Revenue Authority and the National Transport and Safety Authority.

Records, Reporting and Meetings

• Preparing a consolidated weekly report for the MSF sections with an update of immigration status of their officials and dependents which culminates to information for quarterly report.
• Preparing a consolidated weekly report for the MSF sections with an update of imports & status of official motor vehicles which culminates to information for quarterly report.
• Keeping records of all passports, ID Cards received and/or distributed.
• Keeping records of all duty exemptions, motor vehicle and motorcycle registrations and related documents/ information received and/or distributed.
• Keeping up-to-date filing for all official organization documents as required.
• Assist the HRP in Protocol briefing for new officials from MSF Sections.
• Attend any relevant internal and external meeting(s) as may be deemed necessary.

Others

• Provide input in review/update of policies and procedures.
• 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.
• Support in related functions including providing cover for the counterpart Liaison Officer as necessary.

Qualifications

Education And Experience

• Relevant Degree from a recognized university.
• Experience in Administration and HCA related matters.
• Experience with MSF will be an added advantage.
• Knowledgeable of and interested in the international humanitarian context.
• Good IT knowledge.
• Experience in Customs, immigration and tax requirements/Law in Kenya.

Competencies

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