Staff Health Administration Officer

Responsibilities

Administration

• Coordinate travel and administrative aspects of medevac and referral cases in Nairobi with the Travel team.
• Provide essential information to arriving staff, including visa processes (ETA), local shopping, currency exchange, and security briefings.
• Liaise with MSF Sections and Operational Center (OC) travel focal points for specific requirements.
• Prepare and update monthly reports in coordination with the Staff Health Unit (SHU) team.
• Track and document all travel-related activities and key data.
• Ensure clear communication of administrative travel requirements (visas, air tickets) and share welcome packages in advance.
• Book and manage patient transportation (taxis) and provide local movement support.
• Review local accommodation and hotel requirements in collaboration with Finance, Facilities, and Procurement.
• Process per diems and claim invoices for staff with proper documentation.

Medical Insurance and Local Service Agreements

• Support staff in requesting MSH pre-certification for hospital admissions or planned appointments.
• Assist HQ and field staff with insurance-related queries.
• Prepare and dispatch letters of undertaking to healthcare providers (e.g., The Nairobi Hospital).
• Ensure invoices from service providers are approved and forwarded to Finance for payment.
• Liaise with ambulance companies for events or individual staff health support.

Guest House Management

• Ensure the comfort of staff and caregivers in guest apartments, managing basic items (hygiene, utilities, internet).
• Coordinate with the Procurement Unit for timely stocking of guest house supplies.
• Ensure maintenance and repairs are conducted for any broken items.

French Translation and Interpretation

• Assist French-speaking staff during medical consultations and wellness programs.
• Ensure employees understand risks, benefits, and alternatives of medical procedures before signing consent forms.
• Support health officers in delivering sensitive health information in a culturally appropriate and empathetic manner.
• Translate HR and health-related documents, forms, and consent papers between French and English.

Data Protection and Ethics

• Maintain strict confidentiality of all medical and personal information.
• Uphold high ethical standards in patient care and document handling.

Other Responsibilities

• Assist in organizing team events, meetings, and activities.
• Provide input for SHU HR/Admin policies and procedures.
• Prepare handover documents and reports.

Qualifications and Experience

• Education: Bachelor’s degree in Administration, Business studies, or equivalent AND a Diploma or Bachelor’s degree in Nursing or Paramedic studies.
• Language: Mandatory fluency in both written and spoken English and French.
• Experience: Previous administrative experience in the healthcare sector is highly desirable; experience with humanitarian NGOs is an added advantage.
• Technical Skills: Proficiency in MS Office Tools (Excel, PPT) and web navigation.
• Competencies: Commitment to MSF principles, cross-cultural awareness, flexibility, and strong communication skills.

Conditions and Benefits

• Contract: Open-ended, Full-time contract based in Nairobi.
• Salary: Annual salary of EUR 18,476 (HQ Grade 6) with annual increments.
• Allowance: Work-life balance financial benefit between EUR 247 to 295/month.
• Other Benefits: 25 days annual leave, Employer Pension contribution, and medical insurance cover for staff and family.