Main Purpose

Perform clinical laboratory activities according to MSF protocols, security and hygiene measures in order to obtain results to determine the patient’s treatment.

Accountabilities

• According to medical prescription, preparing and performing clinical exams/tests with appropriate techniques and following MSF protocols and procedures. This function includes, among others:
• Taking blood, vaginal and urethral samples.
• Centrifuging blood and urine samples.
• Performing laboratory exams (serology, hematology, biochemistry, bacteriology or parasitological, according to context of the mission).
• Ensuring proper reporting and registration of the sample results in order to keep a written track of activity and give information to the relevant persons, ensuring confidentiality.
• Taking care, manage and organize efficiently the laboratory material/equipment:
• Perform cleaning and minor maintenance for biomedical equipment used. Following the user manual and protocols and alert supervisor in case of malfunctioning
• Applying hygiene and safety protocols, doing daily cleaning /maintenance, sterilization, washing general glassware after procedures are done.
• Ensuring proper sample waste disposal according to MSF protocols and highest safety standards.
• Supplying orders, do stock, storage conditions follow-up, keep inventory.
• Keeping organized the data collection system of laboratory results and all information generated from the analysis done.
• Reporting all relevant information linked to the activity in the laboratory to the line manager, especially the loss/robbery/damage of laboratory equipment or medicines.
• Performing minor maintenance and cleaning of the biomedical equipment following user manual and protocols. Alerting the supervisor in case of malfunctioning of any device. List item

MSF Section/Context Specific Accountabilities

• Respect the universal hygiene standards and follow the disposal guidelines.
• Disinfect the working benches/tables before and after work according to the MSF protocol.
• Do proper and optimal waste segregation to reduce accidents and ensure safety in the department.
• Place order (weekly/monthly) for reagents and materials based on consumption with the support of the direct supervisor.
• Keep record of all investigations done: that is, the patients’ names, age, address/block, date, diagnosis, requester and result of the investigation(s) done.
• Ensure that results are dispatched according to the departmental units in a timely manner.
• Be able to prepare, stain and examine TB smears, peripheral blood film, gram’s staining and Indian Ink staining.
• Report problems and other relevant information related to patient services to the supervisor in a timely manner.
• Chart the fridges in the morning and evening and monitor the cold chain.
• Dust the microscope and the haematology machine, clean the hemoCue 301 machine according to the SOPs.
• Do blood grouping for expectant mothers sent from ANC and record the rusults correctly.
• Facilitate the transfer of samples ( COVID-19 included) to other centres in coordination with the lab supervisor and/or the HD.
• Do pre and post counseling, grouping, screening and bleeding of blood donors. Give them appropriate care.
• Do investigations in the departments/units/wards if required.
• Perform tests without any unnecessary delay.
• Prepare Fresh Frozen Plasma (FFP) for transfusion.
• In the absence of the lab supervisor, supervise the auxiliary laboratory assistants and the allocation of duties pertaining to laboratory work. Keep communication with the Hospital Director (HD).
• Generate daily, weekly and monthly reports/data from the activities of the department.
• Facilitate any needs relating to epidemic surveillance.
• Run quality controls for machines used in the lab and other departments – glucometers and hemoCue 301.
• Perform training or refreshment for auxiliary laboratory assistants when needed.
• Apply personal protective measures while working in the lab; this includes MSF recommended scrubs/tunic trousers.
• Ensure that quality control tests are carried out regularly or as required by SOPS/MSF.
• Observe punctuality and work in the laboratory at odd hours if required by MSF policy.

Requirements

Education

• Essential Laboratory Technician diploma /degree.

Experience

• Minimum 1 year working experience essential.

Languages

• Mission language essential (English) and local language essential (Kiswahili/Somali).

Knowledge

• Essential computer literacy (word, excel and internet) Competencies Results, teamwork, flexibility, commitment, service

Main Purpose

Execute administrative tasks and do follow up of project accountancy, according to administration manager’s indications and MSF procedures, in order to ensure legal compliance and keep a strict control over monetary resources.

Accountabilities

• Execute administrative and legal related tasks, under supervision of the HR Manager, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security and ensure cash availability.
• Prepare employment contracts in conformity with legal requirements including specific amendments, when necessary, in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up to date in order to facilitate HR processes management.
• Update Social security & Tax office employee files in order to meet legal requirements and duties.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Draw up the final pay slip and employment certificate at the end of a contract in order to meet legal requirements while defending MSF’s interests.
• Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces as requested by the Administration Manager.
• File the accounting documents and enter the accounting pieces in the accounting software, with the support from the HR Manager and/or the Accounting Manager (ACMA).
• Support the HR Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.

Requirements

Education

• Desirable finance, business or administration related diploma.

Experience

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries.

Languages

• Mission language (English) and local language (Kiswahili/Somali) essential

Knowledge

• Essential computer literacy (word, excel, internet)

Competencies

• Results and Quality Orientation
• Team work and Cooperation
• Behavioural Flexibility
• Commitment to MSF Principles
• Stress Management

JOB PURPOSE 

The role of this position is to provide strategic and tactical support to the core HR functions of the section and ensuring role of HR is implied as a strategic business partner in all areas of support and collaboration.

The Head of HR & Administration is a senior team leader, and hierarchically reports to the HR & Admin Director of MSF EA. H/She will be a member of the extended management team of MSF EA, provides strong input on strategic developments of Field HR area and guidance on HR and administrative matters related to the office operations.

H/She will ensure that the MSF EA fulfils all requirements necessary of a Section office in terms of its Field HR mandate, analysis and reporting of the same, maintaining a close link with OC’s and partner Sections HR department’s and is an active member of key platform’s contributing to global initiatives for HR and strategic direction and positioning of the Section office.

H/She will provide technical support and guidance to the HR/Admin unit team and ensuring policy, system, process and procedures are in place to support the Section office operations in Nairobi.

MAIN TASKS & RESPONSIBILITIES

Accountable for all Office & Field HR Unit management and strategic requirements, Work in close collaboration with the HR Director and MT for realisation of the Global vision and Strategy of MSF EA. 

Field HR Management:

• Define/review and ensure implementation of the Field HR strategy on the broader vision of MSF EA and global orientation, ensuring that the strategy is aligned to the vision and other broader initiatives of the office.
• Develop initiatives, concepts, alternative approaches and solutions to Field HR needs through active engagement with various platforms locally and globally.
• Ensure that the definition of needs for recruitment & career management for MSF EA and alignment with the wider movement for the region are clearly anticipated, appropriated and prioritised within the planning, and internal mechanisms/resources are in place and available to give proper feedback and support to current and new requests.
• Represent the MSF EA at various platforms on HR where needed and promote the strategies and vision to assure its well aligned with other global initiatives within or outside the movement.
• Contribute to and participate on discussions/forums and documents required for the MSF EA HR initiative and attend internal/external HR platforms and meetings to promote and discuss progress, strategy and buy-in from other interlocutors.
• Ensure alignment of the induction and global on boarding initiatives to the recruitment and proximity/career management plans/activities.
• Ensure that the MSF EA HR team works coherently with counterparts in OC’s & sections and objectives and expectations are realised through active interaction, discussion and exchange.
• Support & supervise the staff in the Field HR unit and align responsibilities/activities accordingly in order to align to the global strategy/vision.
• Follow-up the team on regular basis by setting objectives and priorities and providing guidance regarding the content of their role.
• Manage and implement the budget of the Field HR unit and participate in annual planning exercise.

Office HR & Admin management:

• Participate in the HR function in the annual, mid-year and other adhoc planning exercise.
• Provide leadership and technical support/advice in all aspects of Office Human Resources management for the MSF EA.
• Provide close supervision, guidance and support to the HR Manager, providing technical support in key areas on rewards/compensation, onboarding and hosting functions, policy framework and procedures, and to ensure that clear activities and objectives are defined and met by the team.
• Follow-up the team on regular basis by setting objectives and priorities and providing guidance regarding the content of their role.
• Identify when support and guidance concerning staff management is needed and provide this, giving timely advice to staff and department/unit supervisors.
• Manage potential work-related conflict between the team members and ensure mitigation of the same through relevant procedures/guidelines where necessary. Ensure that the behaviour commitment and work ethics are followed and implemented, with proper mechanisms for handling grievances in the office.
• Safeguard HR data through key function in the ERP and as key actor in Data protection and security function. Observes and fosters confidentiality in the access, use and management of all staff data (GDPR application).
• Support the HR Manager in the set-up of the administration team and define roles and responsibilities of staff concerned.
• Ensures consistency and adequate/appropriate information flow within the office and with other MSF offices on all HR/Administrative matters.
• Facilitates communication with the relevant Departments in OC’s in order to streamline local procedures and to facilitate and resolve problems.
• Ensure a proper reward system with proper management and administration of staff payments, payroll management/implementation and application of required taxes and statutory requirements by Law for staff in Kenya and implication of all non-Kenyan staff working in the MSF EA under different international contracts.
• Ensure proper monitoring and review of the rewards and compensation structure, advising on benchmark, inflation or other necessary adjustments based on local and global trends.
• Advice on legislation in force in the country and ensures that MSF complies with it. S/he is knowledgeable about MSF and OCBA policies concerning working conditions and ensures compliance with these.

Reporting

• Focal point on MSF EA data, statistics and reporting internally and in the movement.
• Ensure that activities and key indicators are visible and adequately reported as required of a section through various channels.
• Ensure the quality of the information provided through proper tools and systems for reporting.
• Provide/produce any other relevant HR reports required of the MSF EA for internal/external use.

SELECTION CRITERIA

Training and Experience

• University degree in Economics, Business Studies, Humanities, HR or the like. Masters is desirable.
• At least 4 years' experience in a job with responsibilities in (HR) management, preferable in the non-profit making sector.
• Consolidated experience and knowledge of global HR management (selection, administration, competency-based management, training, etc.)
• Work experience at international level is desirable.
• Fluent English. Knowledge of Swahili, French is desirable.
• IT working knowledge (Microsoft Office).
• Knowledge/experience with ERP is an asset.
• Field experience with MSF or other humanitarian NGOs is a plus especially in operations and HR.
• Demonstrated strong leadership and management experience.

Competencies

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Strategic Vision
• Results and Quality Orientation
• Service Orientation
• Planning and Organising
• Initiative and Innovation
• Teamwork and Cooperation
• Leadership
• People Management and Development
• Networking and Building Relationships
• Security awareness and Management 

MAIN TASKS 

Psychological Support 

• Provide psychological support to international mobile staff, remotely and while at home.
• Support punctually in the referrals of HQ personnel presenting mental health distress.
• Support punctually with the medical evacuation in cases of acute mental distress, of IMS from the region.  
• Support staff and their families during medical evacuations upon request. 
• Advise on the management and support of team members in distress.
• Maintain regular contact with counterparts in other PSU.
• Create awareness on mental well-being by conducting training and psycho education. 

Coordination and implementation of psychosocial DBF procedures 

• Carry out Pre-departure briefing.
• Conduct return talk (personalized debriefing).
• Refer international mobile staff to an external referral network of psychologists when needed.
• Identify a pool of local providers in the Eastern African Region to offer further external support to the international mobile staff when needed. 
• Follow up in between mission upon request. 

Critical Incident support 

• Upon request by OCs support in major critical incidents as family liaison, calling and supporting other staff in the field etc. 
• Provide support to team members affected by critical incidents upon return home if needed. 
• Reinforce the critical incident external support team by identifying trained psychologist able to be part of this roster – with a special focus on Eastern Africa.
• Upon request support teams evacuated to NAIROBI in close collaboration with the relevant team/departments.
• Part of the Critical Incident management team based on role/need defined.

Building external networks

• Identify and develop a network of psychologists in different countries in Eastern Africa to offer further psychosocial support to the IMS.
• Organize updates and training meetings to the external network in order to ensure contextualized support is offered to the IMS upon referral.  

Training

• Participate in awareness and preventive programs for the psychosocial support of the IMS
• Carry out context-specific briefings for coordinators and other key field managers.
• Support the preparation and facilitation of training modules in the Welcome to MSF.
• Participate in the Field HR days and offer training to the IMS as part of creating awareness around MH and Prevention. 
• Participate in the regional mental health training conducted in the region.

Other

• Provide support to Missions in the region on needs basis, including training/awareness and Supervision for MH workers.
• Participate in meetings of the Human Resources department, as well as in some other meetings of the Field HR.
• Participate in interdisciplinary working groups of the department. 
• Participate in the development of the annual planning of activities and resource allocation.
• Participate in the follow up and reporting of activities and budget. 

SELECTION CRITERIA

Education and Experience

• Essential Degree in clinical Psychology, Organization Psychology and other related field.
• Psychologist with social and clinical experience with minimum 3yrs experience.
• Knowledge and experience in emotional support/management of teams under crisis situations.
• Knowledge and experience in group management.
• Comprehension of/and work experience in the international context of MSF.
• Experience in mental health interventions in conflict situation, violence and disaster.
• Fluent in English – Knowledge of French & Swahili valued.
• User-level IT skills (Microsoft Office applications).

Competencies:

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Behavioral Flexibility
• Stress Management
• Analytical Thinking
• Results and Quality Orientation
• Service Orientation
• Planning and Organizing
• Teamwork and Cooperation

Others

• Training skills.
• Availability to travel and to work flexible working hours.