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.