Admin & Travel Assistant

ADMIN & TRAVEL ASSISTANT Médecins Sans Frontières (MSF) POSITION OVERVIEW Join Médecins Sans Frontières as an Admin & Travel Assistant and become the operational backbone of the Dagahaley Project. You will take ownership of staff travel coordination, accommodation arrangements, and administrative operations that enable our medical teams to deliver critical care to refugee and host communities. Working within a dynamic, multicultural humanitarian setting, you will partner with colleagues across multiple departments to create efficient systems and provide responsive support that allows our teams to concentrate on what matters most: saving lives. KEY RESPONSIBILITIES Travel Coordination and Staff Movements Orchestrate domestic and international travel arrangements for project personnel with precision and timeliness. Manage UNHAS flight bookings and ensure all staff receive travel information and tickets promptly. Keep meticulous records of staff movements and monitor all travel to ensure alignment with MSF policies and staff entitlements. Arrange accommodation for team members, visitors, and medical referrals across Dagahaley, Garissa, Nairobi and other locations as needed. Guide staff through passport, visa and documentation requirements for international training and workshop participation. Work closely with the Coordination and Logistics teams to facilitate seamless airport transfers and ground arrangements. Take on compound accommodation management support when required to maintain uninterrupted service delivery. Administrative Operations Process per diem payments for staff and referral patients in strict accordance with MSF procedures. Partner with the HR Manager on daily worker administration, fielding requests, validating information, and following through on administrative processes. Help design and execute project trainings, workshops and meetings, handling venue selection, logistical details and participant coordination. Prepare Internal Requests and track procurement of office supplies, training materials and other administrative resources. Support the creation and dissemination of official project communications. Coordination and Operational Support Maintain comprehensive administrative records, current contact information and up-to-date project documentation. Oversee staff identification card preparation and follow-up in collaboration with HR. Track scholarship students' travel arrangements, reimbursements and institutional administrative needs. Participate in administrative meetings and provide practical assistance to the FIN/HR Manager as requested. Foster smooth collaboration between Administration, HR, Logistics and Coordination teams to ensure reliable operational support. Quality Assurance and Process Improvement Guarantee that all administrative processes meet MSF standards and compliance requirements. Uphold accurate documentation and reporting that supports efficient project operations. Spot inefficiencies and propose improvements to streamline administrative workflows and enhance service quality. Foster a collaborative, service-focused workplace culture dedicated to supporting project teams. Additional Duties Support MSF activities through any other responsibilities assigned by your line manager. REQUIRED QUALIFICATIONS AND EXPERIENCE Education: Secondary education is mandatory. A diploma or degree-level qualification in Administration, Business Administration, Communication or a related discipline is highly desirable. Experience: Minimum one year of experience in travel coordination or comparable support roles. Prior experience with MSF or another humanitarian organisation is a significant advantage. Language Requirements: Fluent English is essential. Proficiency in Somali and/or Swahili is advantageous. Technical and Professional Skills Strong computer proficiency including Word, Excel, Outlook and Internet applications Exceptional organisational and planning abilities Outstanding written and verbal communication and coordination capabilities Proven capacity to juggle multiple priorities, maintain organisation and work autonomously Meticulous attention to detail paired with a genuine service orientation Core Competencies Results and Quality Orientation Teamwork and Cooperation Behavioural Flexibility Commitment to MSF Principles Service Orientation Stress Management and Resilience