MÉDECINS SANS FRONTIÈRES (MSFCH) ADMIN TRANSIT 2024 | Nairobi, Kenya, Entry Level, Bachelor’s Degree Required | Apply by 19th April 2024

MÉDECINS SANS FRONTIÈRES SWITZERLAND (MSFCH) ADMIN TRANSIT 2024

MONTHLY SALARY UP TO: Competitive,

Check Vacancy for Details, Nairobi, Kenya, Entry Level, Bachelor’s Degree Required,

Apply by 19th April 2024

Introduction

Welcome to Médecins Sans Frontières Switzerland (MSFCH), a humanitarian medical organization dedicated to providing emergency medical aid to populations in need. We’re currently seeking a dedicated Administrative Transit Specialist to support our operations in Sudan, based at our Nairobi office. If you’re passionate about humanitarian work and have a knack for administrative management, this role might be the perfect fit for you. Join us in making a meaningful impact on the lives of those in need.

Summary

As the Administrative Transit Specialist, you’ll play a crucial role in ensuring the smooth functioning of MSFCH’s operations by managing staff movements, administrative procedures, and compliance with local legislation. Your responsibilities will include coordinating visas, staff movements, immigration-related matters, administrative tasks for personnel transiting through Nairobi, and much more.

Key Responsibilities

1. Visa and Travel Coordination: Manage visas, plane tickets, and associated processes for international staff arrivals and departures. Coordinate staff movements and handle administrative formalities such as passports, visas, and per diems.
2. Immigration Liaison: Serve as the key liaison for immigration-related matters, ensuring compliance with visa, entry, and work permit regulations in Kenya and Sudan.
3. External Partner Coordination: Maintain contact with external partners to stay updated on policies and procedures related to movements and entry/work regulations.
4. Administrative Support: Handle all administrative tasks required for personnel transiting through Nairobi, including transportation, briefings, financial matters, and lodging.
5. Staff Management: Plan and supervise processes for staff under supervision, such as administrative assistants and housekeeping staff, to enhance capabilities and ensure adequate staffing levels.
6. Telecommunication and Housing Oversight: Manage modes of telecommunication and oversee housing/rooming assignments to ensure proper management of guesthouses.
7. Documentation and Filing: File administrative documents according to MSF standards and local legislation, ensuring timely submission to headquarters.
8. Per Diem and Security Preparation: Prepare per diem and security funds in Nairobi.
9. Contract Management: Monitor and oversee expatriate contracts, addendums, and end-of-mission procedures.
10. Mission Support: Offer administrative support to missions, particularly concerning visa inquiries, movements, and transit arrangements in Nairobi.

Requirements

• Education: Bachelor’s degree in business administration, management, or public administration.
• Experience: At least one year in administration management or related field.
• Language: Proficiency in English.
• Knowledge: Essential computer literacy (Word, Excel, internet).

How to Apply

If you meet the above requirements, please submit your application and Curriculum Vitae through the provided link Below by 19th April 2024. Incomplete applications will not be considered, and only shortlisted candidates will be contacted.

Equal Opportunity Employer

MSFCH is committed to attracting and retaining the best employees from all backgrounds. We welcome applications from individuals of all sexual or gender identities, and we encourage women to apply. We do not charge any application/recruitment or training fee.

Protecting Your Personal Data

The protection of your personal data is important to us. By submitting your application, you consent to MSF using your personal data only for the recruitment process. Your personal data will be treated confidentially and used solely for purposes of recruitment.

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Sample Cover Letter for an Administrative Transit Specialist

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

Hiring Manager
Médecins Sans Frontières Switzerland
[Nairobi Office Address]
Nairobi, Kenya

Dear Hiring Manager,

I am writing to express my interest in the Administrative Transit Specialist position at Médecins Sans Frontières Switzerland, as advertised. With a Bachelor’s degree in business administration and over a year of experience in administrative management, I am excited about the opportunity to contribute to your organization’s mission of providing emergency medical aid to populations in need.

In my previous role, I demonstrated proficiency in coordinating visas, handling administrative formalities, and managing staff movements, all of which align closely with the responsibilities outlined for this position. I am highly organized, detail-oriented, and committed to upholding MSF’s standards and protocols in all aspects of my work.

I am particularly drawn to this role because of MSF’s commitment to humanitarian work and its impact on vulnerable communities. I am eager to leverage my skills and experience to support the seamless functioning of MSF’s operations in Sudan, and I am confident that my passion for humanitarian aid will make me a valuable addition to your team.

Thank you for considering my application. I am enthusiastic about the opportunity to contribute to Médecins Sans Frontières Switzerland and look forward to the possibility of discussing how my skills and experience align with the needs of your organization.

Sincerely,

[Your Name]

Possible Administrative Transit Specialist Interview Questions With Answers

1. Can you describe your experience with visa coordination and immigration-related matters? Example Answer: In my previous role, I was responsible for managing visas, plane tickets, and associated processes for international staff arrivals and departures. I maintained contact with external partners to stay updated on immigration policies and procedures, ensuring compliance with regulations in multiple countries.
2. How do you prioritize tasks when faced with multiple deadlines? Example Answer: I prioritize tasks based on urgency and importance, using tools like to-do lists and project management software to stay organized. I also communicate effectively with team members to coordinate efforts and ensure deadlines are met.
3. Tell us about a time when you had to handle a complex administrative issue under pressure. Example Answer: In a previous role, I encountered a situation where a staff member’s visa was delayed, jeopardizing their travel plans. I remained calm under pressure, liaised with immigration authorities to expedite the process, and communicated regularly with the staff member to keep them informed.
4. How do you ensure accuracy and attention to detail in your administrative tasks? Example Answer: I have developed meticulous attention to detail through my education and work experience. I double-check my work for accuracy, use checklists to ensure nothing is overlooked, and seek feedback from colleagues when necessary.
5. Describe your approach to managing staff under your supervision. Example Answer: I believe in empowering my team members by providing clear expectations, ongoing support, and opportunities for growth and development. I foster open communication, encourage collaboration, and recognize and celebrate achievements.
6. How do you stay updated on changes in administrative procedures and regulations? Example Answer: I regularly attend training sessions, workshops, and seminars to stay informed about changes in administrative procedures and regulations. I also subscribe to relevant publications and follow industry news and updates.
7. Can you give an example of a time when you had to adapt to changes in a work environment? Example Answer: In a previous role, our organization implemented a new software system for managing administrative tasks. I embraced the change, attended training sessions to familiarize myself with the new system, and provided support to colleagues during the transition period.
8. How do you handle confidential information in your role? Example Answer: I understand the importance of confidentiality in my role and take appropriate measures to safeguard sensitive information. I adhere to organizational policies and procedures, use secure communication channels, and only share information on a need-to-know basis.
9. Describe a successful administrative project you managed from start to finish. Example Answer: In a previous role, I led a project to streamline our visa application process, resulting in reduced processing times and improved efficiency. I coordinated efforts across departments, identified areas for improvement, and implemented solutions to optimize the process.
10. Why are you interested in working for Médecins Sans Frontières Switzerland? Example Answer: I am passionate about humanitarian work and inspired by MSF’s commitment to providing emergency medical aid to populations in need. I am drawn to the opportunity to contribute my skills and experience to such a meaningful cause and make a positive impact on the lives of others.

We wish you the best of luck in your application! Don’t forget to join our Talent Network to stay updated about future opportunities: Join Our Talent Network.