Administrative Assistant

Location: MSF Office +/- 3 hours CET*

Contract: Permanent contract, 80% to 100%

Starting date: ASAP

Deadline to apply: 18.08.2024

Compensation and benefits: MSF practice is to offer the C&B package current in the MSF entity establishing the contract.

*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

 

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 branch 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

The Secretary General (SG) plays a key role in defining with the MSF Executive Committee (ExCom) the movement’s ambitions and priorities and ensuring their implementation. They are supported by the ExCom Officer in the full accomplishment of the mandate entrusted by the MSF Movement.

The position of Administrative Assistant will support the ExCom Officer on administrative tasks to allow the ExCom Officer to focus on the development and follow-up of key executive dossiers.

 

III. PLACE IN THE ORGANISATION

The Administrative Assistant:

• Reports hierarchically to the ExCom Officer;
• Works closely with the other assistants of MSF International as well as the assistants to members of the ExCom;
• Interacts with the MSF International team, the MSF Movement, interlocutors outside MSF.

 

IV. OBJECTIVES OF THE POSITION

The purpose of the position of Administrative Assistant is to provide administrative support to the ExCom and the Secretary General. This includes, primarily: i) general management and preparation of the Secretary General’s agenda and meetings and ii) general meeting preparation and logistics for platform meetings, including note taking, minute writing, and follow up of meeting outcomes.

 

V. MAIN RESPONSIBILITIES

1. Support to the Secretary General (70%)

The Administrative Assistant :

• Follows up deadlines, anticipates necessary reminders for preparations of non-ExCom meetings;
• Provides support to mail management (post mail and e-mail), compiles and highlights key mails;
• Drafts and ensures the follow-up of meeting requests with key stakeholders in the calendar;
• Follows up the SG planning, trips, absences, holidays;
• Manages and arranges diary, travels and visas, meeting requests and set up;
• Ensures ticketing and travel/accommodation booking when needed;
• Manages/files all mail and official correspondence for the SG (follow-up letters, official templates, congratulations, condolences, etc.);
• Maintains up-to-date professional documents;
• Interacts with the office of the International President and Humanitarian Representation Team (HRT) on key external events;
• Prepares and compiles executive reports;
• Manage signature of documents;
• Compile expense claims.

2. Support to the ExCom (30%)

The ExCom has two forms:

– the Full ExCom formed by all Section General Directors (GDs) of the movement, the International Medical Secretary (IMS) and the SG;

– the Core ExCom formed by the six operational entities GDs, the IMS, the SG and two Section GDs.

The Administrative Assistant will support the ExCom Officer in his/her role on all the administrative tasks related to the Full ExCom:

• Full ExCom scheduling and calendar update
• Meeting preparation and logistics, note taking, minute writing, follow-up of meeting outcomes
• Tracking of decisions taken
• SharePoint (intranet) and executive lists updating
• Full ExCom votes

The Administrative Assistant can also be requested to undertake some administrative tasks related to the Core ExCom.