Staff Health Administration Officer

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.