Communications and Fundraising Assistant

Location: Any MSF Office +/- 4 hours CET

Contract: Permanent contract at 80%

Starting date: ASAP

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

Deadline to apply: 12.01.2025

*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 Administrative Assistant will play a key role in supporting the internal operations of the International Communications and International Fundraising teams at MSF. The position holder will provide comprehensive administrative support to ensure the smooth functioning of both teams and their key stakeholders, with a primary focus on assisting the two Coordinators, who they are reporting to. The successful candidate will have excellent organizational skills, be proactive, and possess the ability to multitask in a dynamic environment.

III. KEY RESPONSIBILITIES

Administrative Support:

• Manage and coordinate calendars, meetings, appointments and other administrative tasks for the Coordinators and team members (on an adhoc basis).

• Prepare and distribute agendas, minutes, and documentation for internal meetings and follow up on action items.

• Assist in organizing international travel arrangements for the Coordinators, including booking flights, accommodations, and preparing itineraries.

• Process expense and credit card reports and maintain accurate financial records related to team activities and budgets.

Internal Support:

• Upon request, serve as the primary point of contact for internal communications and inquiries directed to the Coordinators.

• Assist in the preparation and organization of internal documents, reports, and presentations.

• Coordinate logistics and support for internal workshops, training sessions, and team-building activities.

General Administrative Duties:

• Maintain organized digital filing systems for both teams, ensuring easy access to information.

• Assist with the preparation and submission of internal reports and documentation.

• Provide general office support, including ordering supplies and managing procurement processes as required.

• Proven experience as an administrative assistant or in a similar role, preferably within a non-profit or international organization.

• Outstanding organizational and multitasking skills with an eye for detail.

• Excellent written and verbal communication skills in English; proficiency in additional languages is an asset.

• Proficiency in Microsoft Office Suite (Teams, Sharepoint, Word, Excel, PowerPoint) and familiarity with database management.

• Ability to work independently and collaboratively in a multicultural team environment.

• Tact, diplomacy, and tenacity as well as the ability to build and maintain a strong network within MSF to enable information gathering and smooth logistical support.

• Commitment to MSF’s mission and principles

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.