Médecins Sans Frontières (MSF) is an independent international medical humanitarian organisation that delivers emergency aid in more than 70 countries to people affected by armed conflict, epidemics, natural or man-made disasters or exclusion from healthcare

.Main Purpose •             Together with the HRCO ensure that all MSF staff has applied and obtained on time any visa, stay, travel or working permits in the mission country according to needs, and keep information on legal, administrative procedures.•             Maintain the support travel service in HQ (headquarters) informed about ongoing processes, specific situations or changes in the procedures related to visas, working permits, etc.•             Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the mission.•             Under HRCO supervision, Manage the ticket booking with local travel agency for international and local staff (expats Breaks, R&R,    training...).and coordinate with finance team for monthly payment.•             Arrange meetings related to administrative issues for the Head of Mission or the HRCO as well as attend them.•             Keep a complete and updated detailed list of all useful contacts in the Country/Mission with names, telephones, addresses and other relevant details.·       Keep all documentation and files updated, properly filed and easily accessible for the internal users.

MSF Section/Context Specific Accountabilities •             Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, and lodging)•             In charge of the visa procurement procedure and follow up for MSF international and national staff, ensuring proper visa, stay, travel or working permits procedures and related legal administrative follow-up :              - Define all possible options with all necessary information (documentation required, timeframe, cost, renewal   possibility, etc.).              - Create network with necessary authorities and bodies (Other NGOs for instance) to pursue longer term collaboration and ensure information sources accuracy and its availability in regular basics.              - Select, in collaboration with HQ and line manager, the most relevant visa options depending on the scenario (length of visit, nationality, etc.) in order to ensure the smoothest running of the staff movements.•             Managing visas, plane tickets and associated required processes for the arrival and departure of international and national staff.•             Coordinating and following the movements in/out Ethiopia of staff (local and international) and the related administrative formalities (passports, visas) with the projects and HQ.•             Ensuring regular updating of visa procedures and contacts with relevant authorities and others internal and external agents involving the operations to gather the necessary information.•             with the support of the HRCO, keep up to date the visa process guideline•             Set up and keep updated tools and document follow up for the visas requested and issued•        Managing and Maintain the archiving for Administration department (Visa Documents, Tickets, etc.…). 

Job Requirements

Education

Secondary education essential. Administration or communication related studies desirable.

Experience

Essential previous experience of at least one year in related relevant positions, in MSF or other NGOs.

Languages      

Mission and local language essential.

Knowledge

Essential computer literacy (word, excel and internet)

Competencies

•             Results

•             Teamwork

•             Flexibility

•             Commitment

·                             Stress Management

How to Apply

a copy of grade 8 card.

Application can be submitted/sent by email: msfocb-addis-recruitment@brussels.msf.org (please indicate on the subject box: the vacancy title and your name)

 MSF Belgium promotes the EQUITY, DIVERSITY & INCLUSION.

We strongly encourage women and people with reduced mobility (able to work in remote places) to apply.

Incomplete applications will not be accepted.

Please note that only short-listed applicants will be contacted.

Copies of CV + supporting documents are non-returnable. Phone calls are not allowed.