Travel and Contracting Officer

Role Overview

This role sits within the Eastern Africa office in Nairobi and is central to keeping mobile staff, international employees, and visiting colleagues moving efficiently and compliantly. You will manage the full lifecycle of travel arrangements, visa and work-permit administration, and contract-related documentation, working closely with the Travel and Mobile Staff Deployment Team Leader as well as People & Culture, Finance, and protocol offices. Your work directly enables MSF’s field teams to deploy quickly and legally, ensuring that administrative hurdles never delay critical humanitarian operations.

Key Responsibilities

• Serve as the main point of contact for all travel and movement queries from staff in the Eastern Africa office, and coordinate with the Regional Protocol Office, embassies, and other MSF sections on visas, permits, and entry requirements.
• Draft, implement, and continuously update the travel and movement policy, ensuring clear communication of administrative rules for trips, including visa requirements and compulsory vaccinations or health checks.
• Manage flight and hotel bookings for all staff based in the office, prepare and distribute travel documents, and authorise travel-related expenses such as per diems for staff and visitors.
• Handle end-to-end administration for non-Kenyan employees, including processing work permits, passes, and staff cards, maintaining accurate records, and following up with the appropriate official bodies until documents are received.
• Support contract management for mobile staff by preparing, amending, renewing, and closing contracts, liaising with operational centres and partner sections to ensure timely processing, and keeping trackers and expiry schedules up to date.
• Coordinate onboarding and offboarding for mobile staff, including travel, accommodation, briefings and debriefings, and liaise with the Staff Health Officer on medical interventions or vaccination needs for the region.
• Provide administrative support for training events and team meetings, including drafting employer introduction letters for embassies and building an updated contact list of key diplomatic missions.
• Assist with critical incident management when required and contribute to safeguarding and equal opportunity practices by identifying and reporting any concerns through the appropriate channels.

Requirements & Qualifications

• Bachelor’s degree in Human Resources, Business Administration, Tourism, or a related field from a recognised institution.
• At least two years of relevant professional experience in travel administration, staff mobility, or a similar coordination role, ideally within the non-profit sector or a travel agency, airline, or event management environment.
• Prior experience with MSF, another humanitarian NGO, or in handling visas and work permits is a strong advantage.
• Excellent proficiency in Microsoft Office tools, particularly Excel and PowerPoint, with strong web navigation and IT skills.
• Working proficiency in English is mandatory; knowledge of French or any additional language is highly valued.
• Demonstrated ability to plan, organise, and prioritise work in a fast-moving environment, with a high degree of flexibility and service orientation.
• Commitment to MSF’s principles, cross-cultural awareness, strong communication skills, and high ethical standards with a focus on protecting individuals’ data.

What We Offer / Why Join

• Location: MSF Eastern Africa office in Nairobi, Kenya, with an open-ended, full-time contract.
• Starting salary of EUR 18,476 per year at HQ Grade 6, with a 2% annual increment up to a maximum of ten years.
• A work-life balance financial benefit ranging from EUR 247 to 295 per month depending on individual and administrative status.
• 25 days of annual leave, employer pension contributions, and medical insurance coverage for staff and family according to MSF EA terms and conditions.