Admin transit

Main Purpose

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

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 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 im-prove 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.

Education: Degree in administration related studies (essential)

Experience: At least one year in administration management or related field (essential), at least 2 year MSF experience (essential)

Languages: English and Arabic (essential)

Knowledge Essential computer literacy (Word, Excel, internet) (essential)

Competencies

Results and Quality Orientation L2

Teamwork and Cooperation L2

Behavioral Flexibility L2

Commitment to MSF Principles L2

Stress Management L3