Job Description

·       In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country

·       Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters

·       Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…)

·       Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters, and lodging)

·       Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists and evacuation/lists).

·       Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development, and communication) of the staff under his/her responsibility (administrative assistants, housekeeping staff)in order to improve people capabilities and to ensure both the sizing and the amount of knowledge required

·       Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of guesthouses (furniture, cleaning, food)

·       Being responsible for the filing of administrative documents according to MSF standards and local legislation. Sending required documentation to HQ in a timely manner.

 MSF Section/Context-Specific Accountabilities

·       Warmly welcome the arriving international staff and verify that all necessary documents are at their disposal.

·       Organize the national and international movements of the international and national staff for training, end of a mission, leave, meetings, etc.

·       Hotel reservations

·       Facilitate the staff to obtain the Schengen

·       Preparation of mission orders for all OCB staff

·       Follow up on leave taken by expatriates during their mission. Coordinate with the Finance office to ensure reimbursement of leave allowance is made

·       Provide supervision with an updated and regular overview of the expatriate situation.

·       Follow up on the movement sheet including the In/Out tab and the Accommodation sheet as well as any necessary action resulting from its maintenance (e.g. hotel reservation). Print the accommodation sheet when there is a change and distribute it to the HR office, guards and to keep everyone up to date.

·       Focal point for all national and international flight bookings, end of missions flights, etc.

·       Briefings and debriefings for both national and international staff on visa issues/processes.

Job Requirements

Education

Experience      

• Degree in administration-related studies

 Knowledge

• At least one year in administration management or a related field

 Languages

• English Mission Language

 Competencies

• Essential computer literacy (Word, Excel, internet) 

• Results and Quality Orientation L2

• Teamwork and Cooperation L2

• Behavioral Flexibility L2

• Commitment to MSF Principles L2

• Stress Management L3

How to Apply

All applicants should send a CV, a cover letter, educational records, work certificates and a copy of national ID.

Application can be submitted/sent: by email: Msfocb-addis-recruitment@brussels.msf.org (please indicate the Vacancy Title on the subject line of your application: 

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