Administrative specialist responsible for the management of staff movements and associated processes according to MSF's standards and procedures and the local legislation in order to ensure the smooth running of MSF's activities.

General Accountabilities: 

• 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 (immigration, UN, airline companies…)

• 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 im-prove people capabilities and to ensure both the sizing and the amount of knowledge required 

• Responsible for the preparation of per diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of guesthouses (furniture, cleaning, food

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

Specific Accountabilities:

• Supervise and organise the international travels to and from the mission together with the travel service in HQ.

• Responsible for providing IMS staff with MSF cards and other identification (supporting documents). 

• Responsible for the preparation of Monthly IMS presence list for Per Diem. 

• Follow up on international and national plane tickets validity.

• Request and validate per diem payment for staff working and visitors in the mission.

• Ensures proper accommodation assignment to international staff & visitors.

• Ensure guest phones are managed and tracked properly.

• Inform all the concerned about the arrival day and launch a briefing agenda.

• Coordinate movements of staff (pickup/drop off at the airport) linked to local and international travels 

• Support all related administrative formalities linked to passports, visas, per diems, with the projects and headquarters.

• 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 their regular distribution (incl. movement lists and evacuation/lists, daily updated mission travel schedule and sharing with the Country management team and Field admin Team).

• Prepare welcome package document for new arrivals. 

• Prepare per Diem for new arrivals and visitors.

• Organize briefing and debriefing schedule 

• Ensure the introduction of new arrivals (IMS and Visitors) with key people and tour the whole building.  

• Check all payments (Commercial flight) done by receptionist.

• Follow-up and facilitate payment of the flight tickets and accommodation.

• Schedule PCR test arrangement during IS EOM, holiday and if needed

• Organize local movements, and all travel Management and tracking of mission travel schedule.

• Responsible to compile and share daily updated mission travel schedule to the Country management team and Field admin Team.

• Ensure pickup/drop off at the airport.

• Responsible to share new arrivals information to the concerned department heads. 

• Responsible to compile evacuation list of the mission.

• Prepare documentation for HQ visitors (ACSO notification for their entry and exit).

• Support liaison officer with the document preparation.

• Serve as a back-up with the absence of Liaison officer and HRM-IS.

   

• No. of positions:   01

• Place of work:        Coordination office, Addis Ababa

• Position holder report to(direct supervisor): Human Resouces Manager-IS

• Length of contract: 12 months with possibility of extension

• Remuneration and Benefits:

• Starting gross salary: USD 1210 will be paid in equivalent Ethiopian Birr 

• Medical cover: as per the organization's policy

Job Requirements

Education

• Essential Criteria: Degree in administration related studies

Experience

• Essential Criteria: At least one year in administration management or related field

Languages                                   

• Essential Criteria: English 

Knowledge

• Essential Criteria: Essential computer literacy (Word, Excel, internet)

Competences

• Results and Quality Orientation L2

• Teamwork and Cooperation L2

• Behavioral Flexibility L2

• Commitment to MSF Principles L2

• Stress Management L3

How To Apply

Application Instruction:

Interested applicants can submit their CV and application letter including photocopies of all supporting documents via THIS LINK until application deadline please be informed that we do not accept applications in other forms.

Please Note that we only contact short-listed candidates and only short-listed candidates with the required documents are 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.

We strive to promote, create, and maintain a safe organizational culture for all people who work for and with MSF OCA, including our partners. Moreover, we ensure that the workplace, wherever staff are located, is built on respect, tolerance, diversity, and inclusion that delivers a safe and respectful environment.

At Médecins Sans Frontières we are committed to ensuring diversity, equity, and inclusion within our organization and encourage qualified applicants from diverse backgrounds to apply.