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 run- ning 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. trans- portation, 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 en- sure both the sizing and the amount of knowledge required
• Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assign- ments ensuring proper management of guesthouses (furniture, cleaning, food)
• Being responsible for the filing of administrative documents according to MSF standards and local legisla- tion.Sending required documentation to HQ in a timely manner.

• • Oversee the travel arrangements and visas, plane tickets, and associated procedures for the visits, arrival and departure of all staff (national, international, regional, consultants) across MSF-B. Be the focal point for any travel related matters in oPT.

  • Maintain regular contact with external partners to stay updated on policies and procedures related to the movement of personnel, entry, and work regulations, including immigration, guidelines, and airline company policies. Advice the HRCo on the requirements prior to arrival of new personnel.

  • Manage all administrative tasks for personnel working or transiting through oPT and Israel including arranging transport in collaboration with the logistics department, planning and conducting briefings, handling financial matters, and accommodation. Oversee the preparation of per diems, and housing/rooming assignments.

  • Ensure the prior welcoming via email with all the required documents and information the personnel would need during their traveling. Ensure a proper welcoming as well at the arrival.

  • Ensure the SharePoint movement-related tools (internal and intersection) and mission contact information are updated regularly and distributed as relevant stakeholders. This includes maintaining movement lists and rotation plans to ensure preparedness and effective communication during transitions of the rotations into projects

  • Assist the HRCo in developing and revising SoP (standard of procedures) related to personnel`s movements, visa processes and any other associated topic.

  • Legalize International mobile staff status in country

جميع الحقوق محفوظة لموقع جوبس.

Education      • Degree in administration related studies
Experience    • At least one year in administration management or related field
Languages     • English
Knowledge    • Essential computer literacy (Word, Excel, internet)
Competencies     • Results and Quality Orientation
                            • Teamwork and Cooperation
                            • Behavioral Flexibility
                           • Commitment to MSF Principles
                           • Stress Management

Must possess valid legal required authorization to access and travel across the mission

Interested candidates should submit their applications via

https://forms.gle/CoosLTyjoHVomzux9

As we noticed some problems with the link for applying, the deadline for application has been extended until August 8th 2024 at midnight (24h00).