INTERNAL/EXTERNAL VACANCY

MEDECINS SANS FRONTIERES (MSF) – SOMALIA MISSION

MSF is an independent humanitarian medical organization providing emergency medical aid to populations in need. MSF Somalia mission is seeking a qualified person for the position below:

Job Title : SECRETARY

Work Location : Nairobi-Project office

Start date : As soon as possible

Length of contract : Fixed term (1year) 100% with 3 months’ probation period.

• Main Purpose
• Perform secretarial administrative activities according to the instructions of the supervisor and MSF rules and protocols to ensure efficient administrative support to MSF office staff.
• Accountabilities
• Arrange and confirm appointments, keep a diary of absences and meetings Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence. Take and prepare minutes of meetings. Manage all incoming /outgoing mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients. Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered. Manage office stationary supply and place orders on time to avoid running out of stock. Supervise the printing of copies and binding of documents. If the absence of a receptionist, welcome guests and visitors, ensuring that the reception area is in good, clean condition Inform supervisors in the case of any incident / problem. Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.
• MSF Section/Context Specific Accountabilities
• Regularly update the notice board with staff arrival/departure schedules. Support the Facility Manager with the administrative tasks of the Utility bills Support with booking of Absolute taxi , verificication of taxi vourchers/invoices for both Uber & Absolute Receive all repair requests from MSF houses and forward them to the specialized technician. Receive monthly replenishment orders from MSF houses and ensure timely submission to supply department. Prepare and execute timely quarterly orders for hygiene supplies for the office and MSF houses. Manage monthly inventory controls for office supplies, ensuring accurate tracking and reporting of stock usage. Oversee the timely replenishment of water and gas supplies for the MSF office and houses. Support admin transit in coordinating briefing/debriefing for IMS on start and end of their mission. Support Admin transit in preparation and distribution of welcome package. Support Admin transit with accommodation/hotel bookings. Any other duty as may be assigned by the supervisor.
• Requirements
• Education: Diploma in Administration - MANDATORY
• Experience: At least one year in similar position Desirable working experience of two years in similar jobs Experience worked with MSF or other NGOs
• Language: Essential mission working language English and Kiswahili- Excellent Oral and Written Communication
• Knowledge: Computer literacy – MANDATORY
• Competencies: Results. Teamwork. Flexibility. Commitment. Service. Cultural

If you meet the above requirements, please apply through the link attaching your CV & motivation letter as a single file by 26th May 2026 under the subject “SECRETARY”. The detailed advertisement and application portal can be accessed via the following link: https://ko-hr.kenya.msf.org/jobs