FHS is looking for a qualified candidate to fill an E T Temporary position based in Nairobi, Kenya who will provide administrative and logistical support to the work of the team based in Africa. The team is composed of 4 physicians based in Dakar, Douala, Nairobi and Pretoria and 3 nurses based in Dakar, Nairobi and Johannesburg. S/he will be expected to think innovatively and to work collaboratively with internal and external partners to tackle increasing demand for health and safety services in the region.
Selection Criteria
Minimum education
Bachelor’s in Administration, Health Sciences, or other relevant fields.
5 years of relevant administrative experience; experience in health programs administration or implementation is a plus.
Advanced computer skills and full proficiency in the use of IT software and tools, including but not limited to Microsoft products (Excel, Word, PowerPoint, Outlook, SharePoint, OneDrive), WebEx/Jabber.
International Computer Driving License (ICDL) is a plus.Familiarity with data collection and survey tools, such as an electronic medical records system and SurveyMonkey.
Excellent verbal and written communication skills and ability to organize, edit and draft a variety of documents is essential.
Fluency in English required; working proficiency in French is a plus.
Capacity to work simultaneously on a variety of issues and tasks, independently adjusting to priorities and needs of the unit while achieving results with agreed objectives.
Ability to work diplomatically in a multicultural setting with a global team and coordinate work across different time zones.
Adherence to confidentiality standards set forth by the World Bank Group and ability to exercise a high level of discretion in handling sensitive patient medical information.
Ability to build strong relationship with partners in the Country Offices and external parties.
Responsibilities
Duties and Accountabilities:
Institutional Policies, Processes and Procedures
Act as a focal point for administrative, accounting and policy related queries.Oversee and provide guidance on WBG’s Time Recording System (TRS), Leave and Attendance Recording System (LARS), Short-Term (ST) Payment system, and SAP to ensure adherence to departmental and institutional guidelines.Ensure that team members are using appropriate charge codes and internal orders (IOs) for travel and other activities that impact HSD budget.Communicate and reinforce important notice regarding accounting deadlines and HR performance review deadlines.Facilitate procurement and purchasing of goods and services (creation of purchase orders), as well as coordinating Short-Term Temporary/Consultant contracts through Admin Portal.
Technology and Systems
Serve as primary contact for all IT related support or issues.
Liaise with appropriate local Information and Technology Solutions (ITS) teams, ITS Mobility and Services Center (GRAS), and other internal parties as needed in order to resolve and/or facilitate IT needs.
Enhance team collaboration by promoting usage of platforms such as Microsoft Teams, Webex, and OneDrive.Assist in maintaining proper administration and usage of team platforms and websites.
Keep informed of new technology introduced by WBG; ensuring that the team is also informed, and if necessary, trained in using new tools.
Attend IT learning sessions/trainings as needed.
Administrative Support and Coordination
Act as primary administrative coordinator for the Africa region.
Take on SAP roles as needed, such as travel specialist, to support the team, including any short-term consultants.
Assist team with drafting, preparing and editing briefings documents, PowerPoint presentations, communication materials and business case updates.
Provide mission-related support, such as putting together briefing documents, administering pre-mission and post-mission surveys, pouching health promotion materials, editing back to office reports, preparing provider network Excel tables.
Provide logistical support for health events in Country Offices.
Organize teleconference/WebEx calls between FHS team members, Benefits, Cigna, International SOS and any other internal/external partners.
Take minutes at meetings as requested.Act as the administrative liaison with Health and Safety Directorate at HQ:
Maintain and update out of office and mission calendar.Coordinate the logistics of Annual FHS Team Meetings.Monitor and report expenses (health promotion activities, travel, training) that impact HSD budget.Conduct international market research on currently available medical, IT products to inform HSD team.
Data Collection and Reporting
Ensure that all service indicators and completed activities are reported in a timely manner.
Ensure that all demographic information is completed accurately in the OneDrive evacuation log.
Follow up with team members regarding pending health briefings cases.
Collect and send all health screening results data to Program Analyst.
Monitor travel and other expenses of team members.
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 5 years
Required languages:
English (Spoken: fluent | Written: fluent)
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