Latest Vacancies at Medecins Sans Frontieres (MSF)

OBJECTIVES OF THE POSITION

This position aims to support and manage the organisation of MSF’s digital footprint – which has been growing fast in recent years – in order to improve the impact of our engagement; to support our operations; and to help the generate financial and human resources support worldwide. As part of this initiative, the position will also manage key shared social media global structures for the MSF movement.

In addition, the position will be a key strategic partner for those operating social media accounts throughout MSF, with a specific focus on the international office and digital advisors working directly with field operations.

MAIN RESPONSIBILITIES

Lead MSF Global Social Media footprint

•  Coordinate, maintain, and be lead focal point for MSF's global structures in the back end of major social media platforms (Facebook, TikTok, Twitter)
•  Inform, train, provide access and support users within the MSF digital community according to their status and objectives daily
•  Contribute to designing international strategies for social media platforms to achieve common objectives, helping to find international/regional/local synergies
•  Coordinate global initiatives to transform MSF social media presence according to digital industry evolution
•  Keep up to date information on MSF social media footprint and, in collaboration with the International Web Officer, produce an annual report on MSF’s digital footprint with recommendations
•  Promote best practices and guidelines to improve MSF’s digital presence

Chair the Digital Working Group (DWG) for operational communication and contribute to its activities

•  Organise, prepare, and record meetings of the DWG and report on its activity
•  Support the members of the DWG on identifying priorities and planning for digital activities in support of MSF operations
•  Provide strategic advice to DWG on global digital engagement activities and opportunities
•  Facilitate training sessions and produce guidance material for field staff when required

Provide strategic advice for international digital engagement initiatives

•  Provide strategic and technical support for social media tools and platforms managed by the International Office Communications team (IO comms)
•  Act as online advertising expert for IO comms (SEM, social media advertising) and manage corresponding ads accounts
•  Provide strategic advice to the International President on managing his social media channels and produce dedicated content in collaboration with the International Content Manager
•  Lead the process of defining an international engagement strategy for MSF Global presence in LinkedIn in collaboration with the International Human Resources Communication Advisor and the corresponding working group
•  Provide strategic guidance on how to produce and disseminate social content across MSF teams on request

Contribute to MSF Digital Initiatives (led by others)

•  Contribute to reporting system on sensitive content in coordination with the Disinformation Officer
• Contribute to international social media listening efforts and back up the International Digital Data and Insights Advisor
• Be an active member of different MSF communities of practice, especially advising the Fundraising community on digital engagement activities
• Act as the International Office online fraud focal point and support the Intersectional Legal Department with strengthening MSF response mechanisms to tackle online fraud across the organisation
• Support the creation of online branding standards
• Support the digital Communication and Fundraising community during emergencies & crises, coordinating international efforts and leading initiatives

Other

•  Be part of the evening/weekend on-call rota for publishing to website and social media;
• Undertake any other tasks as delegated by managers

Job requirements

•  Genuine interest in, and commitment to, the humanitarian principles of MSF.
•  At least five years of proven experience in a similar position.
•  Proven experience in digital marketing
•  Excellent command of written and oral English
•  Strong written and editing skills
•  Solid knowledge of SEO/SEM (AdWords certifications is a plus) and of social media advertising
•  Experience with managing social media crisis situations
•  Excellent organisational skills with demonstrated ability to execute projects on time
•  Able to interact effectively at all levels in a complex international organisation
•  Strong analytical and problem-solving skills
•  Enthusiasm, self-motivation, initiative, and resilience
•  Ability to work under pressure

Application deadline: 23rd April 2023.

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The e-Learning Solutions Technician is placed in the Tembo IT team, in the area of eLearning Solutions and reports to the Head of  Tembo IT.  S/he will work within the Applications & Projects team part of the Projects & IT team.

The e-Learning Solutions Technician will work closely with:

• The Service Operations team in Tembo IT for the maintenance, customization, development and deployment of solutions.
• eLearning users
• eLearning officers from Tembo Learning team
• Other Operational Center Learning Units
• Service / solution providers where necessary

RESPONSIBILITIES AND MAIN TASKS

• Testing and QA to ensure all pedagogical products are up to the required standards Tembo platform demands.
• Support technical elearning content activities
• Be the first point of contact for Tembo LMS end-users seeking technical assistance, providing accurate Information about the product/service for an efficient operation and integration of data and information
• Run basic trouble shootings, with specific focus in the pedagogical digital content area.
• Contribute to maintain the operations and performance of Tembo LMS system
• Update the needed the documentation related to the applications (instructions, manuals, training module)
• Maintain log and/or list of required repairs and maintenance initiatives for Learning
• Keep up to date on latest technologies and applications through training, periodicals, research and development
• Design and optimize data models and standards, databases and information flow processes services of Learning according to the availability and security requirements established by IT
• Perform the correct integration of data and processes information that is stored in Learning systems with other functional departments of MSF
• Analyse the risks involved before any intervention in production systems
• Ensure that procedures lifecycle of the applications are applied consistently both logically and in different physical environments that are available (development, integration, production)
• Execute system validation tests and procedures of the systems belonging to the Learning function
• Work with external service providers ensuring the operation of systems and troubleshooting
• Contribute to the sharing of knowledge to the organization in the areas under his/her responsibility

SELECTION CRITERIA

Education and experience

• University Degree, preferably related to engineering disciplines (Computer Sciences, Telecommunications, Industrial Engineering), or Computer Technician, or similar.
• 3 years’ experience in positions related to software administration and support to end-users. Desirable experience working with Learning Management Systems (LMS).
• Experience in technical support-oriented tasks.
• Experience in software implementation and/or project management.
• Experience in software testing, preparation of documentation and instructions
• Languages: English required; other languages valuable

IT

• Very good command of Microsoft Office and/or Open Office, Microsoft Project, Microsoft Visio
• Knowledge about Learning Management Systems (Totara, Moodle, Cornestone, etc.)
• Knowledge about eLearning authoring tools
• Knowledge in SCORM standard and others such as H5P
• Desirable knowledge about LAMP environments, particularly PHP
• Desirable knowledge in HTML, CSS wed development languages
• Sharepoint, Office365
• Nice to have graphic design, multimedia and video edition

Competencies

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

Application deadline: 23rd April 2023.

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GENERAL OBJECTIVE:

As the Critical Incident Management Officer at MSF OCBA, your primary responsibility will be to support the security critical incident management capacity of the organization. You will work under the supervision of the Head of Response to Crisis (HRC - Deputy General Director) to ensure quality, timeliness, and coherence in security critical incident management.

You will work closely with the HRC and other key stakeholders to ensure that MSF's critical incident management protocols and procedures are updated, known, and followed. Your role will on consist, upon ad hoc assignment by the HCR, to provide critical incident technical guidance and support to field staff during security incidents. This may involve assisting with the setting up and closing of critical incident management teams, reviewing critical incident management protocols, and facilitating lessons learned sessions to improve MSF OCBA's overall response to critical incidents.

Your responsibilities will also include contributing to ensuring that the concerned MSF OCBA field and HQ staff are adequately trained and prepared to respond to critical incidents. This may involve conducting trainings or providing written materials to staff members to ensure they are aware of the critical incident management protocols and procedures.

To be successful in this role, you should have a thorough understanding of critical incident management protocols and procedures and have experience in responding to security incidents in a humanitarian context. You should also be able to work effectively under pressure and have excellent communication and interpersonal skills.

By supporting MSF OCBA's critical incident management capacity, you will play a critical role in ensuring that the organization is better equipped to provide emergency assistance to people affected by armed conflict, epidemics, natural disasters, and exclusion from healthcare.

Key Responsibilities:

Is ad hoc assigned to provide technical expertise and direct support to CI management

• Provides technical guidance and direct support to CIMTs and FIMTs in the event of security critical incidents, assisting specifically on the response setting-up and closure/handover phases
• Contributes to ensure compliance with MSF policies and guidelines related to critical incident management,
• Organizes, assists and/or conduct debriefings, workshops, reviews and evaluations after critical incidents to identify post-incident action points and areas for improvement. Writes reports on incidents and lessons learned

Knowledge Management & CI preparedness

• Maintains knowledge of critical incident management best practices, standards, and guidelines.
• Drafts critical incident management protocols and procedures and training materials
• According to the best practices and following lessons learned from debriefings and evaluations, identifies and proposes improvements to incident management, and ensures that, with the support of in-house or external experts, those approved are incorporated in the protocols and procedures
• Working with the Ops KM and Learning Teams, ensures that learning and management resources are available to HQ and Field staff
• With HR Dept, ensures that the CI management Pool is updated and adapted to MSF OCBAs needs
• Working with the IT Department, ensures that the most suitable hardware and software solutions are available to MSF OCBA CI teams
• Together with the Ops Department, ensures that critical incident management procedures are updated and revised at field level as necessary.

SELECTION CRITERIA

• Minimum of 5 years of experience in operations management in insecure contexts, preferably in MSF or in a similar humanitarian organization.
• Experience & proven knowledge in security critical incident management.
• Knowledge of humanitarian principles, international humanitarian law, and humanitarian standards.
• Excellent writing skills in English and French
• Excellent communication, interpersonal, and negotiation skills.
• Strong organizational and time management skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Flexibility to work outside of regular business hours and travel to MSF OCBA projects as needed.
• Fluency in English and French, proficiency in other languages is a plus.

Application deadline: 23rd April 2023.

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Rationale/Objective for Position

The Senior Medical Advisor is part of the MSF EA Management Team and will support MSF EA on the different ongoing processes (operationalization, strategic planning, future medical setup and functional support to the Staff Health Unit..), providing strategic medical humanitarian orientations, as well as engaging with different stakeholders in the region and abroad, looking for strategic collaborations and opportunities to support MSF global social missions.

As part of the Management Team, s/he participates in the decision-making processes relating to MSF EA strategic vision and its positioning within MSF Movement.

 Tasks & Responsibilities

As the Senior referent on medical issues for MSF EA, together with the MSF EA Management Team, the Senior Medical Advisor will lead and support in the following areas:

Strategic orientations

• Defines strategic medical orientations for the section in alignment with MSF EA overall vision; 
• Leads and promotes the MSF EA medical strategic discussions;
• Leads and Contributes to the design and implementation of medical initiatives, strategies and policies; 
• Contributes to strategic discussions in the Management Team, ensuring a medical voice in the section; 
• Contributes to/leads some areas of the development of the strategic plan and operationalization processes;
• Follows up on the medical humanitarian situation in the region;
• Continuously research and identify medical advocacy opportunities for the section in correlation with the Communications department and other MSF advocacy and medical teams in the region;

 Representation, engagement and coordination.

• Leads the MSF EA medical engagement at a senior level with other MSF entities globally and external actors & counterparts from the region;
• Supports the engagement process and initiatives of the section with key stakeholders in the region. 
• Promotes coherence between MSF medical efforts in the region, push for alignment and possible common approach with other MSF entities in the region where applicable; 
• Engages within relevant medical platforms in MSF and in the region.

 Learning and Development 

• Provide medical direction/input to the Training Unit of MSF EA; 
• Participate when relevant in designing/providing training content.

 Staff health Unit (Physical & mental) support (in close collaboration with the HR Director)

• Provide functional/technical medical input on the intersection framework that enables regional support for staff in/from the region and beyond for both physical and mental health.
• Actively engage with the SHU of OCs to ensure coherence and alignment of the Unit set-up and vision.
• Support the HR Director by ensuring that staff health activities and initiatives are well integrated with other departments HR, Learning and development and EDI and Safeguarding. 
• Ensure that staff health activities are integrated into operational support on the principles of duty of care.

 Other

• Member of the Critical Incident Management Team (CIMT) 
• Support in events/reflection moments for the section. 
• Develops, promote and integrates the MSF EA culture 
• A media medical spokesperson for MSF EA and other entities where appropriate.

Qualifications

• Medical Doctor with strong knowledge of health management of humanitarian projects. Knowledge of public health and epidemiology is desirable.
• Proven significant experience of at least 5 years in a senior leadership role 
• Proven significant experience of at least 5 years in the humanitarian field, preferably with MSF (Experience of minimum 10 years in field medical-humanitarian projects). 
• Previous experience as a Medical Coordinator and/or Head of Mission in MSF or a similar humanitarian organization is highly valued. 
• Very good level of spoken and written English is essential. Arabic, French and/or Swahili would be an asset but is not essential.
• Good level user level of MS Office package.
• Full adherence and commitment to the principles, values and goals of MSF.

 Additional/Desirable:

• Knowledge of the East Africa region context and health systems is a considerable plus.
• Availability to travel frequently and on short notice.
• Flexibility with working hours.

 Competencies and qualities: 

• Strategic Vision; Demonstrated experience in developing and implementing strategic orientations. 
• Leadership and decision-making capacity
• Planning and Organizing
• Excellent analytical skills and ability to synthesize and effectively present information
• Strong negotiation skills.
• Results and Quality Orientation
• Teamwork and Cooperation
• Strong interpersonal and communication skills
• Initiative and Innovation
• Cross-cultural awareness

Application deadline: 30th April 2023.

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This role is part of the HR Advisor team, which functionally supports HR Coordinators (referred to as HRCo’s) and HR teams in MSF OCA Mission countries, with the ultimate aim of supporting operational objectives. Each HR Advisor has a portfolio of missions and works closely with the Operations desk/s managing those missions.     

They also work closely with other Office Teams (for instance linking with L&D Advisors on the direction of overall missing staffing strategies or with stakeholders bringing expertise or steering on specific topics such as compensation and benefits, employee engagement, or performance management) and collaboratively within the HRA team to share expertise and bring forward initiatives on how to improve the HR support offer.    

The role reports hierarchically to the HR Advisor Coordinator; Reports functionally to the Operations Manager (OM) of the Operations Desk; the Position will be situated in the Operations Desk.

Tasks & Responsibilities

Main Responsibilities

• Collaborates with Operations Desk & HRCO in designing the Mission’s HR objectives planned in AP/ MYR and related operational objectives.
• Functional line management to HRCOs in their portfolio, providing direct guidance, coaching and support. 
• Directly responsible to provide HR tactical support and supervise the implementation of HR related policies and tools in the Mission portfolio of the OST, ensuring they are in line with OCAs HR and International framework and with the operational and context needs.
• As a proactive member of the OST, the HR Advisor Ops Desk acts as a liaison between Operations and HR Field Department in HQ, ensuring quality HR advice and an efficient flow of information between the two departments and disseminating HR state of affairs within the Mission portfolio.

Responsibilities & Activities

• Represents and liaises on behalf of the HR Department towards the assigned Operational Desk and the Operational Support Team (OST).
• Responsible for supporting, coaching, steering and mentoring of HRCOs in the portfolio(s).
• Provides advice and guidance to the Operational Manager and the Operational Support Team (OST) to ensure HR requirements for the missions are met. Acts as a sparring partner for the Desk.
• Provides advice and guidance to OMs and other field managers on staff (yearly) planning, HR processes and staffing issues focusing on Locally Recruited Staff
• Provides overall framework, initiates, and coordinates, in collaboration with HRCOs, on mission-related or Desk’s HR-related activities such as staff year planning, projects, implementations, etc.
• Coordinates HR tactical/technical activities and leads on specialized HR topics and policies such as Comp/Ben, talent management of locally recruited staff, Learning Development, Performance management, and Disciplinary Procedures. 
• Acts as the single point of contact and link from HR Field towards Operations for HR-related initiatives and state of affairs within the portfolio’s mission(s). 
• Regular field support visits of approximately 20 - 40% per year (1x per year to each mission and projects in the portfolio if needed) to gain in-depth understanding of mission and projects contexts and requirements, and offer F2F support and HQ HR representation in the portfolio’s mission(s).
• Coordinate and collaborates for any mission and project specific implementations such as changes in Function grid, IRP2 and other HR policies.
• Supports the HR&LD function in the mission to embed Responsible Behaviour and Engagement in the portfolio(s) mission. 
• Coordinates tactical staffing year plan with HRCO focusing on development of NS (talent, succession & performance management).
• Support performance management in the field to ensure staff are fully accountable and acknowledged for their actions and results, including implementation of new Performance Management System.
• In collaboration with the wider HRA team, develop common standards in tools and processes.
• Working closely with Learning & Development, support the mission HR&LD function in staff development, proactive talent and succession planning. 
• Liaises with the HR Specialists and/or other international/intersectional initiatives/working groups.
• Enhance leadership and people management skills, both on field and HQ level, and improving their capacity to manage complex situations, increased volume of work and developing relevant guidance and tools.
• Represents OCA’s interests in various HR platforms to flag issues, promote cohesive approaches and share lessons learned, with the objective of ensuring good quality support to operations. 

Communication

Internal

• With the HR Management team, and HR Department (Specialists, Implementers) on the mission’s HR activities and state of affairs
• HRCo’s and other HR&LD related functions in the mission.

External

• (Senior) Line Management, Operations and Support departments on the HR tactical activities.
• OST & L&D on proper execution of HRM tactical activities and development programmes.
• Intersectional HR counterparts when needed.

Qualifications

• MSF experience is a must, preferably with several mission experience
• Essential degree in HR management or at least 5 years’ experience in HR at a senior level
• Willingness to travel of approximately 20 - 40% to the field
• Strong communication skills
• Strong organisational and time management skills
• Superior customer service skills
• Essential; computer literacy (word, excel, power point and internet)
• Strong ability to multi-task
• Experience working in a fast-paced and demanding working environment
• Essential; working language in English, with French and/or Arabic language skills a plus.

Competencies

• Integrity
• Planning & organizing
• Organizational sensitivity
• Adaptability
• Customer orientation
• Results orientation

Application deadline: 26th April 2023

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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

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Position Role

The main role of the MSF EAA Board and Association Assistant is to support the EAS board so as to enable effective and efficient board functioning and achievement of board objectives. The Board and Association Assistant supports the EAS Board by coordinating its activities to ensure that the board functions properly, all rules and bylaws of the organization are adhered to and EAS complies to relevant regulation.  He/she is in charge of documentation of the board and association and also provides secretarial support to all the board members and the President.

 He/she also works collaboratively with the MSF East Africa Association Coordinator on specific issues/activities as directed by the EAS Board.

REPORTING

The Board and Association Assistant is hierarchically under the EAS board and functionally reporting to the Vice President of the EAS Board.

KEY TASKS

 Support to the EAS board

• Overall, support the board in implementation, review and evaluation of Annual Plan with focus on board priorities.
• Prepares the content of board meetings together with the EAS President, vice president and the board secretary.
• Contact person for all Board members (questions, information, exchange etc.) and board related inquiries, both external and internal.
• Supports the Board in preparation of presentations, written documents, lectures, panel discussions and interviews.
• Safeguarding of the Board topic agenda, actions and decisions of the Board and the follow-up of Board projects and activities.
• Support the board to effectively represent MSF EAS in the movement (through participation at the IGA, Associative platforms – AGORA, GAs, FADs etc.)
• Manages all the administrative and content support to the President, particularly in ongoing day-to-day business such as correspondence, administrative support and monitoring of the President´s agenda, meetings and travel schedule.
• Support the board in organising capacity building trainings for the board as well as external trainings such as the OCA governance training.
• Responsible for Board members travel logistics-flight/vehicle booking arrangements, accommodation reservation, health and security advisory sharing, visa document support and other board related reimbursements.

 Information flow

• Ensures regular information flow to and from the Board on relevant national, regional and international MSF topics (screening function).
• Coordinates the communication and exchange between the General Director (GD) and President/Board.
• Carry out administrative tasks in day-to-day business such as checking and answering the emails of the board account. 
• Manage the institutional memory of the board; filing and archiving of important documents, minutes, history of board decisions etc. in physical or electronic way and ensuring the association has access to this institutional memory.

 Meetings and events

• Prepares, organizes and plans for Board Meetings (administration, and agenda setting), mini board meetings and retreats, as well as teleconferences, including. attendance of guests.
• Responsible for minute-taking during board meetings and telephone conferences.
• Manage the logistics of board meetings; support with travel arrangements including reservations, visas etc. for board members.
• Support organisation of international MSF events & conferences in Nairobi/Eastern Africa in close cooperation with other MSF coordinators and assistants.
•  Support to Other EAS Board committees/sub committee

Administrative

• Administrative and content support to all Board members in their work and their roles in different Board positions as well as for Board working groups
• Follow up on the implementation and communication of all board and sub-committee meetings and decisions within the agreed timelines
• Contact person for all board members (questions, information, exchange etc.)
• General support of the sub-committee by completion of upcoming correspondence.

Information flow

• Ensure regular information flow to and from the committees on all relevant matters
• Coordinate communication and exchange between committees and Board
• Ensure institutional memory (filing and archiving of all relevant information incl. history of committee’s decisions)

Meetings and events

• Prepares and organize (administration, content, agenda setting) for Board sub-committee or select committee meetings, telephone conferences
• Take concise minutes in a timely fashion of sub-committee meetings and telephone conferences

Support EAS participation to OC Boards

• Ensures timely planning, support and participation of the EAS President/EAS representative to the OC board
• Liaise with OC coordinator/OC Board and Association Assistant in exchange of calendars, agendas etc
• Prepare background information or support preparation of relevant presentations
• Ensure all logistical planning-flights, accommodation, transportation of the representative
• Share any relevant documents from OC boards to EAS board as necessary

 General Assembly (GA)

• Support in GA documentation and reporting.
• Support the compilation of all reports from the board, AFPs, Association Coordinator and compiles the GA report.
• Support the reporting of the GA (including writing of GA minutes), filing of returns in cooperation with the Association Coordinator.
• Organises the pre-GA and post GA board meetings.
• Provides administrative and content support to the Association Coordinator with the organisation of the General Assembly (GA).
• Assist the Association Coordinator to coordinate the planning and execution of the General Assembly including the budget in close consultation with the board.

 EAA Publications

• Support the production of EAA monthly newsletter and other identified tools of communication for the East Africa Association as required.
• With the guidance of the Association Coordinator supports the compilation and production of EAA annual newsletters and other publications.
• Assists in managing the associative website, update content with technical support from the IT/Comms department. 
• Assist in content building for association videos and documentaries.

 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, NBO 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
• Organise capacity building workshop for members and other stakeholders
• Participate in Key events, projects and activities as required.

 Others Roles

• Work closely with the Board Selection Committee and Organise the election of Board Members (manage communication of nominations and legal procedures to members and candidates and prepare voting process during the GA)
• Participation in associative activities and update participants on board priorities
• Provide input into the development/preparation of the annual EAS Associative Budget and mid-year revision. Account for, monitor and report board related expenses against the budget throughout the year.
• Manage sign-off process with the EAS President and other signatories
• Process board member expenses (advances and expense re-imbursements as per the Nairobi Branch office/EA section procedures and EAA finance policy)
• Assist in the 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.
• Administrative and content support to the Association Coordinator with the organisation of the Field Associative Debates and mini GAs and ensures EAS board effective participation
• Supports the Association coordinator with membership processes as needed: recruitment, applications processing and effective communication; Also support on the validation of EAA member admission into the closed Facebook group and other closed member platforms
• Works in close cooperation with the Association Coordinator and support at least 1 regional visit per year
• Replaces the Association Coordinator during absence
• Attend and participate in the weekly staff meetings, organizational reviews and planning as well as other meetings that require engagement or as assigned

Education and Experience

Essential:

• Undergraduate degree in International Relations, Business administration, political and humanitarian affairs, social sciences or other related discipline
• Considerable knowledge of the Eastern Africa Context as well as of global humanitarian affairs
• Previous MSF experience in the field, headquarters or association a pre-requisite
• Strong written and oral communication skills as well as presentation skills
• Excellent writing and editing skills: report writing, agenda, minutes and speech drafting
• Previous experience working with organizational boards, supporting leaders/managers, governance and compliance issues a distinct asset

 Specific skills, requirements & competencies

• Genuine interest in, understanding of, and commitment to the humanitarian principles, MSF associative structure, social mission, operations, challenges of MSF and commitment to the Associative spirit.
• Able to work in a multi-cultural environment.
• Outstanding time management organizational and interpersonal skills.
• Respect and understanding of confidentiality
• Willingness and personal flexibility to travel across the region and beyond with short notices or as may be required
• Proactive, highly motivated and responsible, able to work with limited supervision, accountable and honest.
• Fluent in English, French and Swahili are an added advantage.
• Computer literacy with excellent MS Office, Outlook, power point and excel with ability to effectively navigate through social media.
• Knowledge of database management an asset.

Application deadline: 21st April 2023