Kenya: Project Administration Manager

Médecins Sans Frontières Spain (MSF-Spain) is currently recruiting for the new position of Project Administration Manager, currently based in Nairobi with regular field visits to Somalia (Mogadishu, Jowhar and other areas as needed).

MSF-Spain has been running continuous operations in Somalia since 1992. MSF-Spain currently operates two projects in South Central Somalia: Jowhar/Middle Shabelle and Mogadishu. The Mogadishu project is currently running 3 health facilities and mobile activities (OPD/IPD, vaccination and nutrition activities) in 4 districts of the capital. The Jowhar/Middle Shabelle project currently comprises of 6 health structures (maternity, OPD/IPD, TB, vaccination and nutrition activities) in 2 districts.

LOCATION: Nairobi-based with regular visits to Somalia (up to 50%) according to project needs CONTRACT: Initial 1 year contract (3 month probation period); candidate should have 2 year moral commitment

MAIN OBJECTIVE OF POSITION With the support of the Field, Finance and HR Coordination teams, and in collaboration with the project administrators: • to ensure the administrative management of all staff working in the MSF Spain Somalia projects, ensuring the respect of MSF internal regulations and HR procedures; • to ensure the follow up of the correct use of financial resources in MSF Spain Somalia projects.

RESPONSIBILITIES AND TASKS • Administration: ensures diffusion and respect of administrative guidelines and rules; compiles and updates paper and electronic staff files with relevant documents/data and ensuring confidentiality; facilitates staff holiday planning; supports disciplinary processes; applies per diem policy… • Human resources: takes part in HR planning; updates organisational charts; ensures existence and regular updates of job descriptions; takes part in recruitment process; facilitates briefing and induction of new staff, training and development activities and support evaluation process… • Accounting: ensures correct accounting in line with MSF procedures and money security measures; ensures good organisation and filing of all accounts related documents; follows-up and reconciliates bank and cash boxes as per MSF procedure… • Finance: follows-up and analyses project budgets; ensures funds are used according to budgets guaranteeing the respect of MSF criteria regarding ethical expenditure; provides all information needed for proposing budget and for reporting; • Administrative management of material resources: follows up all rentals of premises in project sites (rental contracts, deposits, rent payments, etc); follows up all possible local insurances contracts related to the project… • Reporting: ensures continuous communication with the Field, HR and Finance Coordination; ensures relevant monthly sendings (software updates, situation reports etc)…

REQUIREMENTS

Education: Degree in finance/management/HR/administration desirable (or equivalent professional experience) Experience: Minimum of two years professional experience in a related area Previous MSF/relevant aid work experience highly desirable; knowledge of Somali context desirable Languages/ knowledge: English (fluent in speaking and writing) Somali ESSENTIAL
Good knowledge of Microsoft office and windows (Excel, Word, PPT) Competencies: Organizational skills, ability to prioritize, resourcefulness, flexibility, negotiation and problem-solving skills, good communication skills and cross cultural awareness, initiative, proactivity, confidentiality, self control and stress management Other: Kenyan citizen / eligible to live and work in Kenya Availability to work long hours and nights/weekends
Availability to regularly travel to Somalia, sometimes for extended period of time For practical reasons the candidate should be ethnic Somali

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