Admin Transit

Job Description

Médecins Sans Frontières-Holland

Internal/External Vacancy Announcement

Médecins Sans Frontières (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crises to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating based on race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.

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…)

•       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.  

MSF Section/Context Specific Accountabilities

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

·         Responsable for providing IS staff with MSF cards and other identification (supporting documents).

• Responsible for the preparation of Monthly Expat presence list for Per Diem. 
• Follow up on international and national plane tickets validity.
• Request and validate per diem payment to staff working and visitors in the mission.
• Ensures proper accommodation to international staff & visitors.
• Ensure guest phones are managed properly.
• Inform all the concerned about the arrival day and launch a briefing agenda.
• Coordinate movements of staff (local and international) and related administrative formalities (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 Mission contact information and their regular distribution (incl. movement lists and evacuation/lists).
• Prepare welcoming packing document for new arrivals.
• Prepare periderm for new arrivals and visitors.
• Organize briefing and debriefing schedule
• Introduce new arrivals (Expats and Visitors) with key peoples and tour the whole building.
• Check all payments (Commercial and UNHAS 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.
• Support liaison officer with the document preparation.

Job Requirement