Transit Administrator at Medecins Sans Frontieres

Job Type: Contract - 208 working hours per month

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.

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 / room 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.
• Managing and improving process efficiencies with external stakeholders: Hotels, Covid19 testing clinics, travel agencies

Requirements

• Education: Bachelor’s Degree in Administration and Management fields
• Essential Experience: At least two (2) years in Administration management or related field
• Desirable Experience: Working with Humanitarian organizations; NGOs / INGOs in HR / Admin / Logistics / Operations
• Languages: English
• Knowledge: Essential computer literacy (Word, Excel, Outlook, Internet)