Staff Health Administration Officer 16 views1 applications

MSF Eastern Africa is looking for a Staff Health Administration Officer

Do your skills and experience not precisely match the requirements? At MSF EA, we strive to create a safe, diverse and inclusive workplace, recognizing the need to increase access to professional opportunities for historically underrepresented groups. If you’re interested in this position but your experience doesn’t align perfectly with the selection criteria, we encourage you to apply anyway. You might be the ideal candidate for this or other positions.

Firmly committed to safeguarding patients, community members, staff, and all those in contact with the organization from all forms of abuse, including sexual exploitation, abuse, and harassment (SEAH), we will take all necessary steps, through rigorous vetting processes, to ensure that confirmed perpetrators of abuse do not join the organization.

For this position, contact level with patients and children is categorized as Low Risk and will be monitored with this in regard.

Introduction

Médecins Sans Frontières/Doctors Without Borders (MSF) is an international independent medical humanitarian organisation that provides assistance to people affected by conflicts, epidemics, and natural or human-made disasters and excluded from healthcare. We provide this assistance without discrimination, irrespective of race, religion, creed or political affiliation.

About MSF Eastern Africa

MSF Eastern Africa is the regional institutional office of MSF. It focuses on representation and networking, recruiting and supporting staff from the region, communications and fundraising, as well as working on other dossiers of importance to MSF such as Diversity, Equity and Inclusion (DEI), Data Protection, mutualization, training, medical operational support and environmental health.

Rationale/Objective for Position

The Staff Health Administration Officer is responsible for coordinating office-level and intersectional administrative processes, including travel, transit, and staff movement management. The position ensures that all administrative services related to staff mobility are delivered efficiently and effectively across the Eastern Africa Office.

This position will be hierarchically accountable to the Head of Staff Health and Wellbeing and functionally accountable to the Travel and Admin Team Lead.

Tasks & Responsibilities

Administration

• Responsible for all the travel and administration aspects of medevac and referral cases in Nairobi in collaboration with the Travel team.
• Provide essential information to arriving staff, including visa processes (ETA), local shopping options, currency exchange and security briefings in collaboration with the ASA unit.
• Link with the MSF Sections and OC travel focal points for specific travel requirements and guidance.
• Prepare and update monthly reports in close coordination with the rest of SHU team.
• Ensure all travel-related activities, movements, and key data are consistently tracked and well-documented.
• Ensure timely and clear communication of administrative travel requirements (visas, air tickets), and that the welcome package is shared with staff in advance.
• Book and manage patient transportation (taxis to and from the airport) and provide briefings and support on local movements.
• Review of local accommodation and hotel requirements with the support of the travel/Finance/facilities/Procurement to ensure specification of administrative needs are considered.
• Ensure timely request and Process per diems, claim invoices for staff while ensuring proper documentation.

Medical Insurance and Local service Agreements

• Support MSF staff to request MSH pre-certification for staff requiring hospital admission or planned hospital appointments.
• Assist the EA HQ staff/field staff with insurance-related queries.
• Prepare and dispatch letters of undertaking to healthcare providers (e.g., The Nairobi Hospital, check-up, or vaccination centers), as per request by SHU team.
• Ensure the invoice from service providers is printed, approved and scanned, to the Finance team for Payment.
• Liaise with Ambulance Companies in Nairobi when needed for events, or individual staff health support.

Guest House Management

• Ensure comfort during the stay of the staff and Caregiver in the guest apartment, whilst providing seamless support for basic items, (Hygiene, electricity, water, internet and Gas).
• Coordinate with the Procurement Unit to ensure guest house supplies are ordered and stocked in a timely manner.
• Link with the person responsible to ensure any damage and broken items are fixed in a timely manner.

French Translation and Interpretation

• Assist French-speaking staff during medical consultations and wellness programs to facilitate clear communication with healthcare professionals.
• Ensure the employee understands the risks, benefits, and alternatives of a medical procedure before they sign consent forms.
• Support health officers in delivering sensitive or difficult health information in a way that is culturally appropriate and empathetic.
• Translate HR, health-related forms, consent documents, and medical documents from French to English and vice versa.

Data protection

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

Other Responsibilities

• Assist in the organization of team events, meetings, and activities.
• Provide input during review/update of SHU HR/Admin policies & procedures
• Prepare handover documents and reports for follow up during absence.
• Ensure administrative work plans are updated and followed through regularly with the supervisor.

Qualifications

Language

• MANDATORY; Fluency in both written and spoken English and French.

Education

• Bachelor’s degree in Administration/Business studies or an equivalent qualification from a recognized institution and Diploma/bachelor’s degree in Nursing, Paramedic.

Experience

• Previous experience in an administrative role within the healthcare sector is highly desirable; experience with other humanitarian NGOs is an added advantage.

Competencies

• Technical Competencies
  • Knowledge of MS Office Tools (PPT, Excel).
  • Web/internet navigation skills.
• Behavioral/General Competencies
  • Commitment to MSF’s Principles
  • Cross-cultural Awareness
  • Strategic Vision
  • Results and Quality Orientation
  • Service Orientation
  • Planning and Organizing
  • Initiative and Innovation
  • High level of flexibility.
  • Strong communication skills.

Conditions and Benefits:

• Job Location: MSF Eastern Africa office in Nairobi (Kenya).
• Contract: Open ended, Full-time contract.
• Start date: ASAP.
• Salary: An annual salary of EUR 18,476 at HQ Grade 6 based on a full-time appointment with an annual increment of 2% every year up to a maximum of 10 years.
• Work-life balance financial benefit; ranging between EUR 247 to 295/month based on individual & administrative status. This amount may be used to cover accommodation and utilities, transportation, etc.
• Other benefits include; 25 days of annual leave, Employer Pension contribution and medical insurance cover (staff and family) based on MSF EA terms/conditions.

How to apply

• The vacancy closing date is: 22nd May 2026.
• This vacancy is open to Local Applicants (Kenyan residents with valid authorization to work).
• By applying to this position, the applicant confirms they have read, understood and agreed to fully comply with MSF Charter and MSF Behavioral Commitments and Data Privacy Policy.
• In line with MSF’s Safeguarding Principles, successful candidates undergo a rigorous vetting process that includes background checks and self-declaration.
• If you recognize yourself in this profile, we welcome you to apply directly via the vacancy link.
• Applicants are required to submit a single PDF document containing a Letter of Motivation and a Curriculum Vitae (CV) (in English). Please note that applications submitted without a Letter of Motivation will not be considered.

  If you have any questions regarding your application, please contact [email protected] before the vacancy closing date. Kindly use this email only for technical issues related to your application, for example, if you do not receive an automated response or encounter problems uploading documents. Applications sent directly to this email will not be considered.

  Information

  The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. MSF will not use your personal data in any other way not foreseen for purposes of recruitment.

  MSF is an equal opportunity employer and does not charge any application/ recruitment fee.

  Lately, MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual applying for MSF roles does it out of conviction and is ready to uphold the values and principles of MSF.