Association Administration Support

## **MSF Eastern Africa is looking for an Association Administration Support -Kigali, Rwanda**

*Do your skills and experience not precisely match the requirements? At MSF EA, we strive to create a safe, diverse and inclusive workplace, recognizing the need to increase access to professional opportunities for historically underrepresented groups. If you're interested in this position but your experience doesn't align perfectly with the selection criteria, we encourage you to apply anyway. You might be the ideal candidate for this or other positions.*

*Firmly committed to safeguarding patients, community members, staff, and all those in contact with the organization from all forms of abuse, including sexual exploitation, abuse, and harassment (SEAH), we will take all necessary steps, through rigorous vetting processes, to ensure that confirmed perpetrators of abuse do not join the organization.*

*For this position, contact level with patients and children is categorized as **Low Risk** and will be monitored with this in regard.*

## ***Introduction***

Médecins Sans Frontières/Doctors Without Borders (MSF) is an international independent medical humanitarian organisation that provides assistance to people affected by conflicts, epidemics, and natural or human-made disasters and excluded from healthcare. We provide this assistance without discrimination, irrespective of race, religion, creed or political affiliation.

## ***About MSF Eastern Africa***

MSF Eastern Africa is the regional institutional office of MSF. It focuses on representation and networking, recruiting and supporting staff from the region, communications and fundraising, as well as working on other dossiers of importance to MSF such as Diversity, Equity and Inclusion (DEI), Data Protection, mutualization, training, medical operational support and environmental health.

## **About MSF Eastern Africa Association**

MSF East Africa Association (EAA) is an association of MSF established with the aim of improving the participation of its members in the greater MSF movement and in the Eastern Africa home societies. EAA received official recognition from the International General Assembly in December 2011 of MSF EAA as an Associative entity within its movement. Our area of focus is primarily the Eastern Africa region of Somalia, Ethiopia, Eritrea, Djibouti, South Sudan, Sudan, Uganda, Rwanda, Burundi, Tanzania and Kenya but membership is open to anyone around the world. MSF Eastern Africa is a Section, approved by MSF IGA in November 2020 and is the new regional MSF entity in the Eastern Africa (EA) region.

## ***Rationale/Objective for Position***

The Association Administration Support is responsible for providing support to the Head of Association in all association matters and works closely with the MSF Eastern Africa Association (EAA)/ Eastern Africa Section (EAS) board to encourage leadership and cultivate a strong, vibrant and well-informed membership. To achieve the purpose of MSF East Africa Association

This position will be **hierarchically** and **functionally** accountable to **Head of Association**.

## ***Tasks & Responsibilities***

**Administration of the Association Office**

- Serve as the primary contact for Association documentation and inquiries.
- Contribute to the development of the annual Associative Budget. Account for, monitor and report expenses against the budget throughout the year.
- Manage sign-off processes with the Head of Association and other signatories and compile monthly financial requests.
- Place orders of goods and services within the approved budget, according to existing policies and regulations in agreement with the treasurer/line manager.
- Manage negotiations with suppliers/vendors on behalf of MSF EAA when necessary.
- Provide all necessary information for audit processes.
- Collaborate with the Board support officer, keep association formalities updated (statutes, by-laws, association register etc).

**Regional Associative Activities and Associative Focal Persons Network**

- Contribute to development, review and ensuring implementation of the EA Association Annual Plan in collaboration with the EA President and the Board; facilitate membership input into the annual plan through Associative Focal Persons.
- Coordinate and support implementation of intersectional Field Associative Debates (FADs) in the EA countries with MSF presence, particularly Kenya in collaboration with the Operational Centre Associative Coords; This includes regular communication with the field missions on associative issues and participation at FADs and attending in person as required.
- Ensure the representation of MSF EAA in the FADs including facilitating board and member presence in conjunction with board support officer
- Support in Organizing and supporting MSF EAA events throughout the region. Receive activity proposals from AFPs, review, edit as per association priorities and budget, engage with missions for collaboration.
- Contribute to creation of content, material/resource needs and the logistics of events, including Mini GAs, Post GA-Pre IGA, End Year Events with close collaboration with country responsible board members and AFPs.

**General Assembly (GA) and Associative Events**

- Support in coordination of the planning and execution of the General Assembly (GA) including budget in close consultation with the board and Head of Association: venue, catering, audio-visual, materials, contracts etc.
- Support the development of the GA agenda together with the EAA Board GA committee.
- Support the Head of Association and Association communication and engagement officer with travel arrangements including reservations, visas etc. for association members and guests.
- Assist in ensuring adequate reporting of the GA (including writing of GA minutes) filing of statutory returns in cooperation with the board support officer.

**Collaboration with the EAA Board and EAS Executive**

- Evaluate and report to the Association Team Lead and the board on the progress of Annual Associative Plan on a monthly basis.
- Keep close contact with all board members, in particular with the Head of Association, board responsible for the association activities and the president regarding associative activities and topics/discussions across the movement and within the EAA.
- Brief and give support to MSF expats passing through the NBO/EAS office to make them feel welcome, inform them about the association and facilitate membership.
- Carry out regular briefings and information on association and MSF Governance to executive staff.
- Contribute to the production of internal magazines and publications, with support of the association communication and engagement officer.
- Act as an interlink between Executive and Association and provide associative support and input to all relevant activities of the Executive (e.g. FR, HR, humanitarian debate etc).

**Other Responsibilities**

- Participate in International Projects/Coordinate and implement new initiatives as agreed by the EAA board e.g. planning and implementation of the urban space’s initiative in EA.
- Ensure accurate integration of EDI & Safeguarding aspects into all policies and practices within the MSFEA Association.
- Compliance Assurance - Ensure that all data processing activities within the MSFEA Association comply with relevant data protection laws and regulations.
- Policy Adherence - Enforce data protection policies, procedures, and guidelines within the MSF EA Association, ensuring that all team members are aware of and adhere to these protocols.
- Proactively participate in the individual performance management process including objective setting, performance monitoring and performance evaluation.
- Attend and participate in the EAS periodic staff meetings, organizational reviews and planning as well as other meetings that require engagement of EAA in the absence of a board member.
- Supervision of additional part-time