Full time Offered Salary :

HR Assistant/ International Mobile staff at Medecins Sans Frontieres (MSF). Nairobi

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Job Description

Main Accountabilities

  • Practical arrangements with regards to work permit /PIN/Diplomatic cards application for International Mobile Staff & their dependents in collaboration with the protocol office.
  • Ensures efficient administrative follow up on visas.
  • Proper preparation of relevant documentation and coordination of International Mobile staff briefings/Induction.
  • Verification and consolidation of taxi invoices for payment.
  • Maintain an up to date monthly per diem overview for the IMS/visitors for timely sharing with Finance department for payment.
  • Efficiently book flights for both the Locally Recruited Staff and IMS via OCA Travel booking App.
  • Facilitation of accommodation for both LRS and IMS in collaboration with the Admin & Facilities Manager.
  • Maintaining employee records both soft and hard copies.
  • Updating the IPMIS monthly overview for the IMS and sharing with the Kenya Office.

MSF Section/Context Specific Accountabilities

  • Organise accommodation for IMS/visitors in collaboration with the Admin & facility Manager.
  • Creating and managing the briefing schedules for IMS.
  • Practical arrangements with regards to visas for both LRS and IMS.
  • Updating the monthly IPMIS overview for IMS and sharing with the KO.
  • Organizing administratively the per-diem overview for IMS/visitors and sharing with finance in good time for payment. Advice finance incase of any deductions to be done.
  • Ensuring that the private bills for taxi, telephone are acknowledged , signed by the IMS, and the overview sent to finance for deductions.
  • Verify and consolidate the monthly admin related expenses/invoices i.e taxi, visas etc and forward to finance for payment before due dates.
  • Process CTO for payments when needed.
  • Practical arrangements with regards to International travel for both LS and IMS via the MSF flight booking tools.
  • PIN number application for the IMS on contract above 6 months to facilitate with bank account openning.
  • Practical arrangements with regards to work permit /PIN/Diplomatic cards application for International Mobile Staff & their dependents in collaboration with the protocol office.
  • Ensure that all staff and visitors to the office are well informed and briefed on travel information and requirements, prior to and upon arrival.
  • Organize administratively the per diem payment for IMS /visitors in accordance to MSF per diem policy.
  • Preparing LOI and mission orders whenever required.
  • Provide finance with an updated list of IMS staff with workpermits.
  • Support in HR filing of IMS file ; both in soft and hard copy.
  • Support PAM_ IMS with the HR monthly/yearly reports.
  • Support Personnel Development Manager in practical arrangements for training events where necessary.
  • Responsible for organising and following up on IMS staff briefings
  • Support staff with Uber registration for the MSF Cooprate account
  • Any other duties as delegated by the PAM_ IMS
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