Administrative Transit Specialist

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 improve people capabilities and to ensure both the sizing and the amount of knowledge require

- 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

- Collect the variable pay slip elements on Homere (paid holidays, sick leave, unpaid leave, etc.) in order to ensure accurate and on time payroll payment for Jerusalem coordination checking the list of employees and amounts payable (variable pay, taxes, social securities contributions, etc.) in order to ensure accuracy and on time payroll payment for Jerusalem coordination

- Ensure an efficient archive and filing system (physical and shared electronic files), in coordination office. 

- Upon request HOM/HRCO/PAM’s request, translate written documents for coordination needs. 

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Education

Degree in administration related studies

Experience

At least one year in administration management or related field

Languages                      

English and Arabic, Hebrew is an asset

Knowledge

Essential computer literacy (Word, Excel, internet)

Competencies

Results and Quality Orientation L2

Teamwork and Cooperation L2

Behavioral Flexibility L2

Commitment to MSF Principles L2

Stress Management L3

Pleae apply here following this link:  Apply Now

Documents to provide:

• Updated CV in English 
• ID copy 
• Copies of diplomas 
• Work certificates related to the position  
• At least two references related to the position (Organization / Name / Phone number) 

Please note that: 

• Only complete and relevant applications will be considered
• Only shortlisted candidates will be contacted  
• The minimum age of employment is 18 years old 
• As part of its recruitment process, MSF may collect and process, through an internal due diligence system, personal information about applicants. MSF is committed to protecting the confidentiality of personal data applicants provide in their application

By applying I recognize to follow the MSF Charter and to honor the following principles:  

• Médecins sans Frontières provides assistance to populations in distress, to victim of natural or man-made disasters and to victims or armed conflict. They do so irrespective of race, religion, creed or political conviction.   
• MSF observes neutrality and impartiality in the name of universal medical ethics and the rights to humanitarian assistance and claims full and unhindered freedom in the exercise of its functions.   
• MSF members undertake to respect their professional code of ethics and to maintain complete independence from all political economic or religious power.