Give support to external administrative work and to the coordination team in obtaining working/travel permits, as well as all official contacts, procedures and importation of goods, according to local and international laws and MSF procedures, in order to ensure the smooth running of MSF activities.

Duties & Responsibilities:

Accountabilities

• 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 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.

• 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, adresses and other relevant details.

• Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.

• Keep all documentation and files updated, properly filed and easily accessible for the internal users.     

MSF Section/Context Specific Accountabilities

• Ensure that all international staff administrative files are kept up to date; guarantee their proper filing and the confidentiality of the employee’s personal data.

• Responsible for all visa arrangement process of IMS and HQ visitors

• Facilitates visa procedures for employees leaving the country for training or debriefing.

• Keep IMS-related information tracking sheet. 

• Ensure completeness and authentication of IMS documents for Work permit process, Visa application and so on with all relevant offices (e.g MoFA).

• Prepare application of work permit process at HERQA, MOH, ACSO, MOLS and Immigration submit the application.

• Ensure the IMS related documentation is filled and up-to-date both on soft copy and on hard copy.

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

• Other assigned activities as requested by supervisor

  • Number of Positions:  One 

  • Place of work:    Addis Ababa, Ethiopia 

  • Terms of employment: one year with possible extension

  • Remuneration and Benefits:

    • Starting gross salary/month: 38,500 ETB 

    • Transportation allowance: 2,200.00 ETB

    • Medical Coverage:  as per organizational scale

Job Requirements

Education

BA Degree in Business Administration, Business Management, Human resource management, and/or related studies desirable.

Experience

Essential previous experience of at least two year in related relevant positions, in MSF or other NGOs. Specifically flight booking management and manage external relations.

Languages                           

Mission and local language essential. English speaking, understanding and writing necessary

Knowledge

Computer literacy, (for warehouse: mathematics, reporting and analytical skills)

Competencies

• Results and Quality Orientation L1

• Teamwork  and Cooperation L1

• Behavioral Flexibility L1

• Commitment to MSF’s Principles  L1

• Service Orientation L1

• Stress Management L2

How to Apply

Interested applicants shall submit their non-returnable up to date CV and application letter including photocopies of all supporting documents to the address given THIS LINK

Please note that we only contact short-listed candidates with the required documents allowed to attend further assessment.

Sincerity of Declarations and Documents Submitted to MSF

Use of false documents to gain employment with MSF will lead to automatic cancelation from the recruitment process and if found after employment it will lead to termination.

Female Candidates are highly encouraged to apply.