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..
MAIN RESPONSIBILITIES AND TASKS
· Together with the HR Co, 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 on-going processes, specific situations or changes in the procedures related to visas, working permits, etc..
· Know all the procedures that MSF needs to follow in order to import goods from any country and assist the mission in following these procedures, in cooperation with the LogCo and the logistic department of the mission.
· Follow up clearances of MSF cargos and informs about any possible planned or extraordinary needs.
· 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, addresses and other relevant details.
· Ensure, together with the MCT members that all MSF activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative or customs related issues and inform about any possible risks or problems.
· Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.
Admin Formalities related to Work Permits
- Negotiate approval of work permits, follow up and negotiate transfer or renewal of Work
Permit from one project MoU to another if necessary
- Follow up and ensure the timely return of work permits and ID cards.
MSF Section/Context Specific Accountabilities
Visas
Admin Formalities related to Work Permits
Time frames and reporting
Flight booking and movement
Other
Time frames and reporting
- Keep expat overview updated (info on visa, WP, …)
Other
Requirements | |
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Education | Secondary education essential. Administration or communication related studies desirable. |
Experience | · Essential previous experience of at least one year in related relevant positions, in MSF or other NGOs. |
Languages | · Good command of English and Amharic, both written and spoken |
Knowledge | · Essential, good understanding of the functioning of the different Government bodies. · Excellent computer skills |
Competences | · Excellent negotiation skills and extensive negotiation experience · Capability to work independently · Proven problem-solving skills |
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