Jobs at Medecins Sans Frontieres (MSF)

Main Purpose: 

Give support to external administrative work and to the project team in obtaining official contacts, procedures and coordination of activities, in order to ensure the smooth running of MSF operation.

Other tasks include, but are not limited to: 

• Together with the Project Coordinator (PC), ensure to keep and facilitate information on legal and administrative procedures. 
• Maintain the support for travel service and keep PC informed about ongoing processes, specific situations or changes in the procedures related to the context. 
• Know all the procedures that MSF needs to follow in order to import goods from any country and assist the mission in following these procedures, in cooperation with the PC and the logistic department of the project and mission.
• Follow up clearances of MSF cargos and informs about any possible planned or extraordinary needs.
• Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the mission.
• Arrange meetings related to administrative issues for the PC as well as attend them.
• Keep a complete and updated detailed list of all useful contacts in the project area with names, telephones, addresses and other relevant details.
• Ensure, together with the PC that all MSF activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative or customs-related issues and inform about any possible risks or problems.
• Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.
• Additional HR/ Admin tasks as delegated by the Personnel Administration Manager.
• Keep all documentation and files updated, properly filed and easily accessible for internal users.
• Maintain thorough knowledge of the area/context, as well as an understanding of how that impacts the organization.
• With guidance from the PC, monitor, coordinate, and communicate the strategic objectives of the organization to the population, authorities and stakeholders.
• Collaborate and communicate successfully with other entities outside MSF on the ground and facilitate easier communication, understanding and rapport with the population, authorities and stakeholders.
• Organize and facilitate all necessary arrangements, protocols and activities for the organization on the ground.
• Work with other stakeholders (MOH, local authorities and community) to ease and foster links between MSF and them.
• Develop and foster relationships with the community, stakeholders, and other entities.
• Collect, analyze, and utilize data and feedback to identify opportunities to improve the relationship between the stakeholders and the organization.
• Compile reports about incidents, events, or updates about an important issue for the operation of the organization.
• Proactively solve conflicts and address issues that could occur between the organization and the community, local authorities and partners.
• Promptly respond to incidents and other events as necessary.
• Act as a positive representation of the organization to the community, local authority and partners.

Requirements 

EDUCATION: 

• Essential: Diploma/Degree in any related field.
• Desirable: Administration or communication-related studies.

EXPERIENCE  

• Essential: previous experience of at least one year in related relevant positions, in MSF or other NGOs.  
• Desirable: 2+ years of experience in a related role.

LANGUAGE  

• Essential: Fluency in English & Somali (written & spoken)  
• Desirable: Fluency in Kiswahili (written & spoken)

KNOWLEDGE

• Essential: Computer literacy (Microsoft office, internet, outlook). Analytically and mathematically minded to analyze data and create necessary reports
• Desirable: SharePoint,

COMPETENCIES  

• Results and Quality Orientation
• Behavioural Flexibility
•  Service-oriented
• Stress Management  
• Teamwork & cooperation

Application deadline: 27 December 2022

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Main Purpose

The Project Coordinator (PC) delegates ad hoc some responsibilities to the Deputy Project Coordinator according to objective criteria taking into consideration sustainability in the treatment of the different dossiers. In general terms, the Deputy Project Coordinator will assist the PC in planning the project’s objectives and priorities, by identifying the population’s health needs, analyzing the context, risks and constraints, and by calculating human and financial resources needed. He/she will contribute to the supervision, monitoring and follow-up together with the PC of all aspects of the projects in order to ensure its efficient and smooth functioning. He/she will replace the Project Coordinator in his/her absence.

Accountabilities

• Contribute to the analysis of the political, humanitarian, economic and social context in project area in order ensure that MSF's charter, policies and image are respected with regards to national employees, populations, authorities and partners.
• Contributes to the planning, supervision, monitoring and follow-up, together with the PC, of all aspects of the projects, according to the project plan, MSF operational policy and main strategic lines.
• Participate in the security management in the project, updating the security guidelines.
• Upon request of the PC, represents MSF within the project limits (local authorities, media, governmental and non-governmental bodies, etc.) and negotiates collaboration agreements. Legal representation is not delegable unless legally backed up (powers of attorney, etc.)
• Support the PC in planning and organizing project’s human resources, participate in their day-today management, in the induction of new staff, undertake evaluation of staff under his/her direct supervision and define training needs accordingly.

MSF Section/Context-Specific Accountabilities

In view of all the crucial aspect/stakes to cover linked to the complexity of Dagahaley activities, and the fact that the project gets the chance to have an HR setup with 2 deputy field coordinators (FieldCos), here below is the salient objectives to focus on for this specific Job Profile.

 Involvement on specific supports to finance department

• Responsible of the project safe
•  Focal point for Cash transfers from Coordo -> Project & Safe -> Cash register
• Responsible for Weekly/Monthly cash count with the accountant
• Signatory back-up on upon request for budget holders

 Security Management

• Security follow-up (Radio operator, Communication, Logbook, Road maps…)
• Security Guidelines updates
• Provides analysis of the current relevant Security context in the area and shares knowledge with the Project coordinator
• Maintains a network of relevant information sources for context analysis ( political/ security/etc..)
• Security rules respect (Compound / Hospital)
• Close contacts with the community (host community, refugees...) to optimize security monitoring
•  MSF representative in meetings with security actors / partners - Camp Context Evolution & Advocacy

Camp demography evolution (VolRep, Relocation, Deregistration)

• Monitor and report on humanitarian issues of concern as per the agreed advocacy objectives
• Keeps informed about evolutions regarding the Garissa Integrated Socio-Economic Development Plan (GISEDP), the Marshall Plan and other plans relevant to the Refugee context
•  MSF representative in meetings with actors/partners - Community focal Point ( Refugee & Host community):
• In absence of the Project coordinator is the formal representative of MSF for all communications with the Host and Refugee communities
• Organises regular meetings with all community representatives and with the Health committee members

 Programmatic and Operational support

• Supports the Project Coordinator in the rollout of strategic operational changes
• Represents the Project Coordinator in meetings regarding operational strategies with other partners ( UNHCR/DRS/etc..)
• Supports the Project Coordinator in the dissemination of the information about operational changes to all stakeholdes (communities, partners, etc..)

Compound Management

• The focal point for all topics/issues related to MSF compound
• Responsible for compound rules respect (security…)
• Meetings with the residents/staffs compound

Exploratory MSF missions participation

• Follow-up humanitarian needs in NEP region (Outbreak, displaced populations…)
• Participation in exploratory MSF mission on request
• Ensure the backup of the tasks of the Project Coordinator
• Support when this person is not present.
• Ensure Reporting to the Field Coordinator

Requirements

EDUCATION

• Preferably a medical or paramedical qualification or university-level studies.
• Desirable degree in Project Management or HR Management.

EXPERIENCE

• Essential previous experience of at least two years required in the field of humanitarian aid with MSF or other NGOs.
• Essential working experience in developing countries.

LANGUAGES

• Mission language essential (English)

KNOWLEDGE

• Essential computer literacy (word, excel and internet)

COMPETENCIES

• Strategic vision.
• Leadership.
• People Management.
• Planning.
• Teamwork.

Application deadline: 7 January 2023 

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Main objectives and Responsibilities of the role

This position reports to the IT and Facilities Manager. The main objective of the position is to provide support for the procurement processes and tasks to MSF EA Staff at the Eastern Africa Section Office including, purchasing, sourcing, clerical and technical work involved in the procurement of equipment, materials, services, and supplies at MSF EA office while responding to related inquiries and maintaining vendor/source information and inventories.

Work involves overseeing the procurement process end to end, from the initiation of purchase requests and keeping track of the stages through which, each purchase is routed until receipt and payment. Work is usually performed under general supervision and requires the use of independent judgment and initiative while continuing to work within defined MSF EA procurement policies and procedures. Procurement assistant responsibilities include researching new vendors, tracking, deliveries and updating order records (e.g., purchase orders) in Odoo ERP system. 

Responsibilities & Activities

• Ensure effective and efficient service delivery to both Finance & Procurement.
• Diligent execution of procurement tasks and processes.
• Implement procurement policies and procedures and assist in maintaining supply chain/process
• Provide support under direct supervision using standardized routines;

Primary Responsibilities

PROCUREMENT AND COMPLIANCE

• Receive and review procurement requests and initiate procurement procedures, supplies and services in a transparent and cost-effective manner.
•  Prepare comparative bid analyses and other procurement related documentation as per procedure.
• Informs and advice other staff and vendors regarding procedural requirements for the purpose of facilitating the procurement process with established practices.
• Develop, update, and maintain an active process for measuring supply inventory and determining procurement needs based on quarterly and annual numbers.
• Compare service and product deliveries with issued purchase orders or service contracts and contact vendors when there are discrepancies. He/she will inspect products received for quality and quantity to ensure adherence to specifications and feedback on service delivery on service contracts with contracted vendors.
• Follow up with orders for expediting.
• Evaluate the impact of supply shortages and/or delays to MSF EA staff orders and communicate with the affected staff to mitigate problems due to delays.
• Establish approvals and budgets for procurement requests
• Maintain appropriate records such as vendor quotations, purchasing requisitions, purchase orders and reports to ensure that procurement process decision, and contractual agreements are accurately documented for accountability and audit purposes.
•   Preparation and sharing of procurement reports for the management team.
•   Assist in procurement process for requests for trainings and bookings.
•   Monitor stock levels and identify purchasing needs.

VENDOR AND SUPPLIER RELATIONSHIP

• Develop and maintain a solid knowledge and working relationship with vendors.
• Maintain regular contact with contracted suppliers to monitor adherence to delivery period according to the terms of procurement agreement
• Create and maintain relationships with vendors/suppliers and review them time to time
• Create and update approved vendors register and database following the established evaluation process in consultation with MSF procurement referents
• Review purchasing and service agreements and orders with vendors and maintain open lines of communications with those vendors to keep relevant supply data up to date.

SUPPLY CHAIN PROCEDURES

• Propose improvements to the MSF procurement and Logistics
•    Create an annual plan for and conduct an annual market survey for common services and goods
•    Provide information to conduct market research to identify pricing trends.
•    Research on potential vendors for goods and services
•    Support procurement work improvement activities and performance improvement strategies
•     Assist to develop, maintain and update an active process for measuring supply inventory and determining purchasing needs based on quarterly and annual numbers

CONTRACTING

•     Maintain and update Vendor contracts register
•     Assisting in drafting/writing of supplier contract whenever required.

FACILITY AND INVENTORY

• Non-IT- Facility related assets and items inventory management – Chairs, Tables, Fittings, Motor Vehicles and filing copies of relevant related documents.
• Sourcing for technicians for repair and maintenance for the MSF EA facilities
• Support to check that inventory levels for essential commodities required for effective MSF EA operations are maintained.



• Oversee Facilities maintenance and repair on site supervision when requested


OTHER

• Any other task assigned from time to time
• Assists auditors for the purpose of providing requested supporting documentation required for audit.
• Collects reference data from a variety of sources for the purpose of reviewing compliance with MSF movement wide policies and procedures.

Internal/External Relationships

INTERNAL

• HR Department – Inductions/administration/Trainings/BF/travels
• MSF Office Staff – to arrange for them Travels/Work Permits/briefing/internal communication & meetings.
• MSF Regional Protocol Office – non-Kenyan staff support.
• MSF East Africa Association-Administrative support
• Other MSF Section/mission office contacts – general information/updates/exchange

EXTERNAL

• Travel Agency
• Hotels and guesthouse & apartments
• Taxis

SELECTION CRITERIA

QUALIFICATIONS & COMPETENCIES REQUIRED 

• Post-Secondary education qualifications (minimum Diploma) in Procurement, supply or technical studies is essential.
• At least 2 years' experience in a similar job, preferable in the non-profit making sector in a Purchasing or procurement department.
• Fluent in English & Swahili.
• Previous experience with MSF or other humanitarian NGOs is considered a plus.
• Good understanding of supply chain procedures.
• Proficient use of computer; use of database software a must.
• Must be detail-oriented with a high level of accuracy.
• Strong problem-solving and decision-making skills.
• Knowledge of market research.
• Acting as a team player and facilitating teamwork

OTHER

• Articulate and good communication skills
• Commitment to MSF principles
• Cross-cultural awareness
• Behavioral flexibility
• Results and quality orientation
• Service orientation
• Planning and organizing
• Initiative and innovation
• Teamwork and cooperation

Application deadline: 2 January 2023

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Objective of the Position:

Plan, organize, implement, and evaluate activities concerning Infection Prevention and Control of Covid-19, HAIs and other infectious diseases according to MSF policies and protocols and universal health standards, in order to ensure quality of care and safety of patients, caretakers and staff.

Responsibilities include, but are not limited to:

• In collaboration with each service activity manager, maintaining and supporting the day-to-day implementation of the standard precautions in health structures in all departments including sterilization, laundry and kitchen, and providing technical supervision, training and support to the staff on IPC related issues using existing tools such as audits, checklist, surveillance
• Implementing and monitoring adherence to additional precautions for air, droplet and contact transmissible diseases when indicated. Based on a given patient-diagnosis, evaluating the need and supporting the implementation, if needed, for additional precautions in collaboration with the medical team and act accordingly
• Collaborate with the facility (HCTRH) IPC committee leadership and the HCTRH medical director to develop, implement, and evaluate the hospital’s infection control practices and procedures. As member of the Infection Control Committee, participating in and supporting the development and following up the Infection Control Action Plan.
• Reporting any irregularities to NAM or IPC managers or PMR and producing reports with information recommendations for the monthly medical reporting
• Provide scientific and technical expertise regarding infection control, information systems, continuing education in all the facilities.
• Conduct time to time supervision visits of Decentralized facilities to educate the healthcare workers (HCWs) about new threats: epidemics/outbreaks and improve IPC standards.
• Implementing as planned, the correct ‘clean and dirty flows’ inside the health facility. Ensuring that environmental standards in the facility are respected (bed spacing, number of handwashing stations etc.) and together with the Hospital Facilities Manager and WHS Supervisor, that the essential requirements are available in the health structures
• Guaranteeing compliance to aseptic care techniques and to the correct use of antiseptics, disinfectants, and detergents.
• Carry out the nursing functions and tasks associated with Covid-19 and other infectious diseases i.e. perform as a nurse or anesthetist, whenever required or needed, in order to optimize the resources, contributing with his/her knowledge and experience.
• In collaboration with MoH/HMT ,play a key role in the support of Covid -19 vaccinations in HCRTH (particularly in internal medicine wards, PDC,OPD/MOPC, and CCC clinics and in the Decentralized sites).
• In collaboration with other Project stakeholders, establish priorities for infection control in all the facilities MSF is supporting (including decent); according to the characteristics of an individual healthcare organization, including the safety of healthcare workers internal transfer of information and public disclosure of information, respecting ethical standards for patient protection
• Supervising the team under his/her responsibility and participating in the associated HR processes (e.g. recruitment, training/induction, evaluation, potential detection, coaching, development and communication) in order to ensure both the sizing and the amount of knowledge required.
• Ensure availability of recommended IPC protocols, guidelines, materials and in all the MSF supported MoH decentralized facilities.
• Act as the focal leader in the antibiotic stewardship program and monitor clinicians’ antibiotic use in close colaboration with clinical, nursing, and laboratory teams. • Ensure that a system for recording incidents identified under the facility’s IPC committee and the corrective actions taken, particularly in MSF supported units.

Requirements:

• Education: Diploma/Degree in Nursing/ Midwifery
• Knowledge & Experience: 
  • Mandatory: Minimum of at least 2 years working experience in related jobs in MSF or other NGOs/Hospitals in developing countries.
  • Desirable: Experience in OT, Intensive Care Unit, WASH is an asset. Training or experience in infectious disease control an added advantage. Proficiency in use of computers and MS Office.
• Languages: Fluency in English and Kiswahili
• Competencies: Commitment to MSF principles, Behavioural Flexibility, Results & Quality Orientation, Teamwork & Cooperation

Deadline for application: 30th Dec 2022