Médecins Sans Frontières / Doctors Without Borders (MSF) is an international humanitarian organization providing assistance to populations in distress, to victims of natural or man-made disasters, and to victims of armed conflicts, irrespective of race, religion, creed, or political convictions. MSF observes neutrality and impartiality in the name of universal medical ethics and the right to humanitarian assistance and claims full and unhindered freedom in the exercise of its functions.

Vacancy Notice 

MSF – Belgium is recruiting

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 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 required
• 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.
• Contact with external partners to stay informed on policies and procedures related to movements, and entry/work regulations.
• Updating and Sending required documentation to HQ promptly (Mission Organogram, Mission Contact List, welcome to Iraq, Matching Status for IMS … etc). And distribute in the mission.
• Manage staff detachments, events, trainings ..,etc
• Manage road clerance letters NOC Letter.
• Follow up all administrative issues with DNGO.
• Submit visas and follow up until visa pre-approval is issued .
• Communication with residency directorate regarding visa, block list , exit stamps.
• Deal with any incidents rlated to passports or visa stickers.
• Handling and requesting for the HOM POA and do the necessary administrative follow-up in terms of legalization from the Ministry of Foreign Affairs.

Requirements:

Education      •           Degree in administration related studies

Experience     •           At least one year in administration management or related field

Languages:          English & Arabic are essential.

Knowledge    •           Essential computer literacy (Word, Excel, internet)

Personal attributes:

Competencies

• Results and Quality Orientation.
• Teamwork and Cooperation.
• Behavioural Flexibility.
• Commitment to MSF Principles.
• Stress Management.

If you are confident that you meet the above requirements:

Send your Motivation Letter & CV in English to:

msfocb-iraq-recruitment@brussels.msf.org

or drop your application in the CV box at the MSF OCB Office in Baghdad_ Al Mansour.

ALWAYS CLEARLY MENTION THE POSITION YOU ARE APPLYING FOR: ADMIN TRANSIT

Please note that only short-listed candidates will be contacted for an interview. Shortlisted but not selected CVs may be kept on file in case of future vacancies. MSF has the right to postpone or cancel this recruitment.