Operations Officer

Rationale/Objective for Position

The Operations Officer (OO):

• Provides day-to-day operational and processes support including brief/debrief of staff, exFlo (OCA HQ budget approval tool) 
• Provides support to the mid-year/annual planning process on a functional basis to portfolio and missions managed by the Operations Manager (OM), in collaboration 
• with the Operations Advisor (OA) who leads the process.
• Provides in-country support to missions within the portfolio (gap fill if required).
• Ensures comprehensive portfolio information & institutional knowledge management for the desk portfolio in close collaboration with OA. 

The OO facilitates interaction between support processes and is responsible for enabling appropriate support by Human Resources, Logistics, and Finance departments. 

This position will be hierarchically and functionally accountable to the Operations Manager (OM) based in Nairobi and provides day-to-day operational and processes support on a functional basis on specific assigned country or Portfolio.

Tasks & Responsibilities

On a structural basis:

• Briefings and debriefing of country program staff including providing understanding of context, security, responsible behaviour etc
• Supports the Operations Advisor (OA) on control cycle (MYR/AP/AdHoc) processes and follow up with the missions accordingly
• Ensuring that specific business tasks (like approving invoices, signing off on declarations, and performing control cycle activities) are completed in the correct order and follow a logical and organized sequence from start to finish
• Clarity/transparency/awareness of administrative processes by/towards country program staff
• Ensure OCA desk/teams have the necessary administrative and logistical capacity and support from the MSF EA section back office, being the focal point for engagement with the Section on behalf of the OCA teams
• Ensures the OCA institutional knowledge management of the Desk Portfolio through completeness of, and order in, (electronic) files (SharePoint) and assigned administrations/databases, in accordance with standards 
• Organisation of training for the department/team
• Internal information and communication management within the Portfolio
• Follow up of timely update/elaboration of key mission policies, guidelines, and agreements
• Approval of invoices in Exflow when OA is absent
• Follow up with HR regarding vacancies and monitoring of the international staff overviews sent from the missions
• Supporting the CMTs (Country Management Teams) with field visits, and gap filling (up to 40% time in the field)
• Coordinate visitors from country program and other locations with EA, OCA Kenya office and ISSOs regarding travel arrangement, visa, accommodation, perdiem etc
• The OO is first point of contact in absence of the OA

Cooperates closely with other departments on:

• Supports the OM and the Heads of Mission on operational (including resource and administrative) issues and provides input in order to facilitate their decision making towards the development and realization of operational goals
• Development of country policies, project proposals, security plans, emergency preparation plans
• Administrative matters of policy-related nature, including legal and compliance matters such as MoUs, HCA, country registrations, as well as follow up of legal cases in mission countries
• Support the OA and the field staff with the elaboration of donor reports

Communication (internal)

• With the team in his/her portfolio on organisational issues to keep them informed
• With relevant actors on structural problems regarding the operations to enhance the collaboration/consultation between field operations and head office
• Collaboration with the respective OST members assigned to the Portfolio
• Close collaboration with the OA and OM

Education:

• Vocational/BSc in (an area related to) administration, operations, logistics

Experience:

• Minimum three years directly related experience
• In-depth knowledge of MS Office applications, administrative systems such as ERP/CRM/HR/Procurement/Invoicing
• Keen attention to detail with ability to track multiple projects at one time
• Ability to prioritize ongoing vs. immediate needs appropriately
• Strong interpersonal, written and oral communication skills
• Outstanding proven time management and organizational skills
• Ability to work with minimum supervision
• Excellent judgment and diplomacy
• Genuine interest in and commitment to the humanitarian principles of MSF
• Ability to write routine business correspondence and internal memos
• Interest or willingness to depart on field assignments with MSF

Languages:

• Fluent English. Knowledge in French is an asset

Desirable:

• Experience working with MSF as a Project Coordinator or a similar role in humanitarian organization
• Experience working internationally with an NGO or non-profit
• Female candidates are STRONGLY encouraged to apply