Job Description
Médecins sans frontières (MSF) or Doctors Without Borders, is an international humanitarian-aid non-governmental organization (NGO) and Nobel Peace Prize laureate, best known for its projects in war-torn regions and developing countries facing endemic diseases.
Operations Officer
Rationale/Objective for Position
The Operations Officer (OO):
Provides day-to-day operational and processes support including brief/debrief of staff, exFlo (OCA HQ budget approval tool)Provides support to the mid-year/annual planning process on a functional basis to portfolio and missions managed by the Operations Manager (OM), in collaborationwith the Operations Advisor (OA) who leads the process.Provides in-country support to missions within the portfolio (gap fill if required).Ensures comprehensive portfolio information & institutional knowledge management for the desk portfolio in close collaboration with OA. The OO facilitates interaction between support processes and is responsible for enabling appropriate support by Human Resources, Logistics, and Finance departments.
This position will be hierarchically and functionally accountable to the Operations Manager (OM) based in Nairobi and provides day-to-day operational and processes support on a functional basis on specific assigned country or Portfolio.
Tasks & Responsibilities
On a structural basis:
Briefings and debriefing of country program staff including providing understanding of context, security, responsible behaviour etcSupports the Operations Advisor (OA) on control cycle (MYR/AP/AdHoc) processes and follow up with the missions accordinglyEnsuring that specific business tasks (like approving invoices, signing off on declarations, and performing control cycle activities) are completed in the correct order and follow a logical and organized sequence from start to finishClarity/transparency/awareness of administrative processes by/towards country program staffEnsure OCA desk/teams have the necessary administrative and logistical capacity and support from the MSF EA section back office, being the focal point for engagement with the Section on behalf of the OCA teamsEnsures the OCA institutional knowledge management of the Desk Portfolio through completeness of, and order in, (electronic) files (SharePoint) and assigned administrations/databases, in accordance with standardsOrganisation of training for the department/teamInternal information and communication management within the PortfolioFollow up of timely update/elaboration of key mission policies, guidelines, and agreementsApproval of invoices in Exflow when OA is absentFollow up with HR regarding vacancies and monitoring of the international staff overviews sent from the missionsSupporting the CMTs (Country Management Teams) with field visits, and gap filling (up to 40% time in the field)Coordinate visitors from country program and other locations with EA, OCA Kenya office and ISSOs regarding travel arrangement, visa, accommodation, perdiem etcThe OO is first point of contact in absence of the OA Cooperates closely with other departments on:
Supports the OM and the Heads of Mission on operational (including resource and administrative) issues and provides input in order to facilitate their decision making towards the development and realization of operational goalsDevelopment of country policies, project proposals, security plans, emergency preparation plansAdministrative matters of policy-related nature, including legal and compliance matters such as MoUs, HCA, country registrations, as well as follow up of legal cases in mission countriesSupport the OA and the field staff with the elaboration of donor reports Communication (internal)
With the team in his/her portfolio on organisational issues to keep them informedWith relevant actors on structural problems regarding the operations to enhance the collaboration/consultation between field operations and head officeCollaboration with the respective OST members assigned to the PortfolioClose collaboration with the OA and OM Education:
Vocational/BSc in (an area related to) administration, operations, logistics Experience:
Minimum three years directly related experienceIn-depth knowledge of MS Office applications, administrative systems such as ERP/CRM/HR/Procurement/InvoicingKeen attention to detail with ability to track multiple projects at one timeAbility to prioritize ongoing vs.
immediate needs appropriatelyStrong interpersonal, written and oral communication skillsOutstanding proven time management and organizational skillsAbility to work with minimum supervisionExcellent judgment and diplomacyGenuine interest in and commitment to the humanitarian principles of MSFAbility to write routine business correspondence and internal memosInterest or willingness to depart on field assignments with MSF Languages:
Fluent English.
Knowledge in French is an asset Desirable:
Experience working with MSF as a Project Coordinator or a similar role in humanitarian organizationExperience working internationally with an NGO or non-profitFemale candidates are STRONGLY encouraged to apply