Travel & Administration Officer

Rationale/Objective for Position The Travel and Administration Officer is responsible for coordinating the MSF EA office and intersection cross administration and travel tasks and ensuring effective and efficient administrative services for all areas related to staff movement and transit management at the Eastern Africa Office. This position will be hierarchically and functionally accountable to the Travel & Administration Unit Lead. Tasks & Responsibilities Administrative processes & support In collaboration and support from the Travel & Administration unit lead, initiate and draft a travel and movement policy and ensure implementation on the same. Serve as the focal point for all travel and movement-related matters for the Eastern Africa Office staff regarding non-Kenyan staff administration, providing support on visa processing and administrative procedures for staff deploying to the field. Ensure proactive, effective communication and good collaborations with the Regional Protocol office (RPO). Ensure accurate and updated information for travel through the EAS travel tool, or local external service providers. Link with the MSF Sections and OC travel focal points for specific travel requirements. Initiate the processing and follow up of Work Permit/Passes/Cards for all Non-Kenyan employees based in the Eastern Africa (EA) office. Provide administrative support for any medical interventions in Nairobi and the region with the support of the staff Health care officer and other colleagues involved. In close coordination with the other Travel & Administration Officers, actively and timely preparation, and updating of weekly and monthly reports for the Travel Unit, ensuring that all travel-related activities, movements, and key data are consistently tracked and well-documented. Respond to teams regarding potential incidences, validity of travel fares, business trips in collaboration with the travel agent. Review of local accommodation and hotel requirements with the support of the Finance/facilities to ensure specification of administrative needs are considered. Ensure clear communication regarding administrative requirements for travel (visas), and together with Staff Health officer, relevant vaccines and checkup. Coordinate preparation of administrative documents for work permit and follow up with the protocol/regional representative’s office. Provide support in organizing training and events, including preparing administrative documents such as employer introduction letters required by embassies, and ensuring the Training Calendar is updated promptly. Create a network with embassies or visa application centers (as and when) that we mostly deal with and establish an updated contact list for the same. Support the proximity management initiatives by providing punctual information on Kenyan/other staff movements to facilitate meetings/briefings/debriefings and follow up in collaboration with the career management. Management and Organization of Trave