Title: Assistant to the IMC & Humanitarian Representation Coordinator and the IO office in Brussels
Location: Brussels
Duration: Long-term contract, full-time position
Starting date: ASAP
Deadline to apply : 05 June 2024
I. MSF INTERNATIONAL
Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.
MSF International is the legal entity that binds MSF’s 24 sections, 26 associations and 18 brunch offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.
II. POSITION BACKGROUND
International Medical Coordinator (IMC) ensures the management of the DirMed platform which is one of the 4 executive platforms within MSF together with RIOD, MedOps and ExCom.
The IOHRC is the chair of the Operational Directors platform (RIOD). They also manage the Humanitarian Representation Team Secretariat (HRT) of MSF International; the coordination of the HRT Network is delegated to the Deputy Head of the HRT.
The Administrative Assistant will support the executive management of the IMC and IOHRC as well as the International Office in Brussels.
III. PLACE IN THE ORGANISATION
The Administrative Assistant will:
- Respectively report jointly to the IMS, IMC and IOHRC;
- Work closely with the other assistants of the organization;
- Interact with the International Office team of 140 staff spread around 18 countries, more specifically with the 35 IO staff in the Brussels office, with the MSF Movement, and with interlocutors outside MSF.
V. MAIN RESPONSIBLITITES
The Administrative Assistants will be responsible for the administrative tasks related to the International Office in Brussels and the IO Management Team with dedicated support to the IMC and IOHRC.
Examples of tasks:
- Support for meeting organization: scheduling, meeting agenda preparation, technical support for remote meetings, logistics, taking minutes, information sharing, liaising with participants
- Updating agendas and calendars, following up on deadlines and planning
- Managing emails and official correspondence
- Coordinating with relevant interlocutors for internal and external events
- Following up on issues requiring attention
- Liaising with other teams (legal, communication, representation etc.)
- Travel organization
- Office support and maintenance follow-up
- Archiving
- Compiling expense claims
- Responsible of HR and IT management and administration of IO Brussels based staff
- Prepare intersection meetings and larger events as required, including agenda, technical support, reading materials and minutes.
VI.JOB REQUIREMENT
Genuine interest in, understanding of and commitment to the humanitarian principles, social mission, operations, and challenges of MSF;
- Outstanding organisation skills; ability to complete multiple tasks within short deadlines, while maintaining correct priorities and quality;
- Proven experience of work with senior management (minimum two years);
- Office management experience desirable;
- Ability to synthesise information and produce professional minutes and meeting outcomes;
- Ability to build and maintain a strong network within MSF to enable information gathering and smooth logistical support;
- Ability to work in a multi-cultural environment;
- Tact, diplomacy, and tenacity
- Solution-oriented
- Fluent written and spoken English (French and/or other languages an asset);
- MSF or other NGO experience an advantage;
- Bachelor/postgraduate degree desirable.
Only shortlisted candidates will be contacted
At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.