Administrative Assistant

Job Posting Organization:
Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organization that provides emergency aid to individuals affected by armed conflict, epidemics, healthcare exclusion, and natural disasters. Established to deliver assistance based solely on need, MSF operates without regard to origins, religion, gender, or political affiliation. MSF International serves as the legal entity that unites MSF's 24 sections, 28 associations, and other offices, providing coordination, information, and support to the MSF Movement. Registered in Switzerland, MSF International also implements international projects and initiatives as required, ensuring a cohesive approach to humanitarian efforts across various regions.

Job Overview:
The Administrative Assistant plays a crucial role in ensuring the smooth administrative, logistical, and organizational functioning of the International Operations and Humanitarian Representation Coordinator's (IOHRC) portfolio and the Humanitarian Representation Team (HRT). This position is vital for providing efficient support to the IOHRC, facilitating effective communication, and managing various administrative tasks that contribute to the overall success of the team's operations. The Administrative Assistant will be responsible for coordinating information management, overseeing communications, and ensuring that the IOHRC's calendar and meeting agendas are well-organized. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously, ensuring that the team operates efficiently and effectively.

Duties and Responsibilities:
1) Administrative Support to the IOHRC: The Administrative Assistant will ensure effective administrative coordination and information management for the IOHRC's portfolio. This includes serving as the primary point of contact, overseeing communications (including email monitoring), managing the IOHRC's calendar and meeting agendas, and organizing internal communication channels for the IOHRC and HRT to facilitate smooth operational functioning. 2) Logistical and Organizational Coordination for the IOHRC: The role involves coordinating logistical arrangements and organizational tasks to support the IOHRC's activities and initiatives. 3) Financial and General Administrative Support: The Administrative Assistant will provide financial support and general administrative assistance to ensure the smooth operation of the IOHRC. 4) Administrative Support for the HRT Information and Knowledge Management (IKM): This includes managing the HRT digital workspace (SharePoint, Teams, etc.), maintaining structured and accessible filing systems, ensuring the accuracy and quality of the HRT Engagement Tracker database through review and follow-up, and providing administrative support for organizing HRT Secretariat and Network meetings, including regular and ad-hoc sessions.

Required Qualifications:
Candidates should possess strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Proficiency in office software and digital communication tools is essential. The ideal candidate should demonstrate excellent communication skills, both written and verbal, and have the ability to work collaboratively within a team environment. A proactive approach to problem-solving and the ability to adapt to changing priorities are also important qualifications for this role.

Educational Background:
A minimum of a high school diploma is required, with preference given to candidates holding a degree in administration, management, or a related field. Additional training or certifications in office management or administrative support will be considered an asset.

Experience:
Candidates should have at least 2 years of experience in an administrative support role, preferably within a humanitarian or non-profit organization. Experience in managing communications, coordinating logistics, and providing financial support will be highly regarded. Familiarity with the operations of international organizations and understanding of humanitarian principles will be beneficial.

Languages:
Fluency in English is mandatory, both written and spoken. Knowledge of additional languages, particularly French or Spanish, is considered a strong asset and will enhance the candidate's profile.

Additional Notes:
This position is a fixed-term contract for a duration of 12 months, with a full-time commitment expected. The starting date is as soon as possible, and the compensation and benefits package will align with MSF's current practices in the entity establishing the contract. The role is based in Nairobi, Kenya, and may involve occasional travel as required by the responsibilities of the position.