ADMIN TRANSIT

Job Description

Médecins Sans Frontières – Belgium (MSF – Belgium) 

Médecins Sans Frontières (MSF – Doctors without Borders) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff.

Job Details 

Title of position: ADMIN TRANSIT

Status of position: Full Time Position 

Location: MSF Coordination, Freetown

main objective and responsibilities of the position 

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

• 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 im-prove 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. Ensuring cleanliness of premises (medical stock) and in close collaboration with the logistics department, maintaining refrigerating equipment. 

MSF Section/Context Specific Accountabilities

• Supervises the welcoming IMS arriving in the mission, gives the welcome package
• Supervise the preparation of briefing schedule and induction of expatriates
• Liaise with the cook for the new expatriate coming for food preparation
• Express to the HR Assistant all discrepancy related to the house cleaning, stuffs, items in the houses
• Update Follow Up sheets and boards regarding IMS arrival, stay, departure from mission
• Collection of all necessary documents of expats for visas, necessary registration, permits in country
• Closely working with Head of Protocol Office to process the Visas, necessary permits from concern departments
• Regular visits to different stakeholders’ office for follow-ups and submission of documents and report to HPO
• Follow-up and update the flight tickets of expatriates, validity of visas, work permits and share bi-weekly with HRCo & Head of Protocol Office
• Liaise directly with GBT travel agency in Brussels for all the booking (flight ticket, hotel, etc…) and ensure no ticket is lost
• Inform HRCo when documents are missing, or any problem facing during her/his work with the other services
• Ensures International Mobile Staff have all the necessary documents during their stay in the country
• Prepares Per Diem for expatriates in Freetown and for all new arrivals submit timely to finance
• Prepares return of expatriates, encode WBF into WEDOO (online portal). 
• Supervise and ensure movement in and out for project are timely booked by HR secretary
• Follow-up with HR secretary to ensure accommodation for IMS is booked and all in line.
• Liaise with Welcome officer in Lungi (Issa) and ensures monthly payment is done 
• Manages the sea coach vouchers and alert HRCo in advance to ensure new vouchers are purchased timely
• Keeps an archive of International Mobile Staff files with all the documents 
• Keeps all the passports in the safe
• Follow up the registration of International Mobile Staff for trainings, departure and return. 
• Responsible for different registration at boards (medical board, pharma board, etc..), landing permit, work permit, Sierra Leonean visa, Schengen visa follow (update HRCo, HPO on all the difficulties)
• Liaise with SLANGO and immigration office for all necessary collaboration between MSF and these services
• Any other task assigned by line manager

Minimum Requirements and Competencies 

Application Details

Applicants should submit: Application letter, CV, copy of certificates/diplomas, National ID, work certificates from previous employment – No original documents to be submitted

Email: msfocb-sl-recruitment@brussels.msf.org

Please indicate “ADMIN TRANSIT” on the envelope

Application deadline:   5TH  JANUARY 2025 – 5 pm – no late applications will be accepted

Only short-listed candidates will be contacted for further recruitment process.

Please note that MSF does not reimburse transportation cost if applicants are asked for a test or interview.