EAA Association Coordinator at Medecins Sans Frontieres (MSF)

Purpose/Objective of the position

The Association Coordinator is responsible for all association matters and works closely with the MSF EA board to encourage leadership and cultivate a strong, vibrant and well- informed membership, the membership and other MSF associations. To achieve the purpose of MSF Eastern Africa Association, the Association Coordinator will be the link between the EAA membership, the EA Board, EA executive and MSF operations within the Eastern Africa region, other MSF Associations and the MSF movement. The Association Coordinator also has a coordinating role to encourage and work with the MSF EA Management Team (MT), to leverage abilities, experience, knowledge and ideas of members and volunteers.

Reporting Lines:

The MSF EAA Association Coordinator reports functionally to the President of MSF EA and is hierarchically under the MSF EA board.

The EAA Association Coordinator will work closely with the Board Assistant on all aspects/areas of mutual interest as delegated by the Board/President and takes leadership in the administration and smooth functioning of the Association Office.

For administrative and office related issues, the EAA Association Coordinator works closely with the executive of the EAS.

KEY TASKSAssociative 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.

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

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.

Qualifications and work experience

• Undergraduate degree in Business administration, International Relations, Social sciences or other related disciplines
• Knowledge of the Eastern Africa Context as well as of global humanitarian affairs
• Previous MSF experience in the field, headquarters or the association a pre-requisite.
• Strong written and oral communication skills as well as presentation skills.
• Understanding of financial procedures and policies of MSF is an added advantage.
• 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.

Application deadline: 21st April 2023