Event Manager - MSF Access

Location: For event: Barcelona, otherwise remote work possible

Contract: Short term contract (Consultancy Contract possible)

Duration: 2.5 months approx. (Tentative till September 10, 2025)

Starting date: July 11, 2025

Deadline to apply: July 07, 2025

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

This job description may evolve till the final event is over. The incumbent is expected to demonstrate a degree of flexibility in the performance of their work. 

I. MSF INTERNATIONAL

Médecins Sans Frontières (MSF, also known as Doctors Without Borders) 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 is composed of 24 national or regional Sections, who work together through six Operational Directorates. At any given time, its teams will support populations in need of medical and humanitarian assistance in around 70 countries worldwide.   

MSF Access 

Médecins Sans Frontières works tirelessly to improve the accessibility, availability, affordability, appropriateness and quality of products for health care for the populations it assists and their communities. While this is a collective effort across the organisation, the MSF Access team plays a central role as it identifies and implements a priority selection of access projects, offers expert support for access activities elsewhere in MSF, and brings together information and analysis relevant to MSF’s access work. The MSF Access team, overseen by an Executive Board, is based around five regional hubs: Kuala Lumpur, Nairobi, Brussels, Dakar and Rio de Janeiro. 

II. POSITION BACKGROUND 

The entire team of MSF Access operates from multiple global locations; hence this retreat is a platform for the team to connect, know and share knowledge with each other. For now, this event is planned once as a kick-off for the new team. The MSF Access Team Retreat Event Manager will support the Access team to prepare for all staff team retreat, taking place in the last week of August in Barcelona, Spain. He/She will be responsible for the communication, administration and logistic coordination and arrangement, the facilitation during the event and follow-up and evaluation after. 

III. PLACE IN THE ORGANISATION 

The Team Retreat Event Manager is part of the MSF Access team of MSF International. He/ She reports to Head of Resources and works closely with staff who would be attending this event from corners of the world, hosted by different MSF offices.

IV. MAIN RESPONSIBILITIES

• Efficient and collaborative administrative coordination between MSF Access, team colleagues and MSF office teams for handling of the journey, stay and return where necessary (for example visas). Managing correspondence with the MSF Access Team colleagues and offices, handling logistical details and coordinating event documentation. This includes liaising with OCBA HR for visa invitation letters.

• Effective coordination and communication with local MSF suppliers or the venue management: - Liaise with participants regarding questions and facilitation around accommodation, food requirements, visa requirements, event space, hotel, AV/IT needs, catering and other suppliers in support of the Access Retreat event.

• Precise and engaging communications materials and messaging developed and shared with MSF Access Retreat participants: Create/Design theme and share communication tools, newsletters, emails, invitations, Welcome Guides, and as well as curate digital space on our Sharepoint, including wrap-up and follow up report of the event’s outcomes.

• Helping in setting up a program and agenda, supporting in the run-up phase in event organisation, content co-creating, facilitating coaches’ participation logistics, etc. Also, (co-)facilitation during the event.

• Work towards the outcome that event participants are highly satisfied, and survey results are strong and positive: Enhance participant engagement through timely communication, personal follow-up, and gathering feedback through possible post-event survey.

• Track budget expenses and expense reports properly, make sure documentation is generated and accessible for review and oversight: Maintain expense database, event reports and end of Retreat report.

• Strong organisational and/or event management experience: experienced in organising MSF events. Eg. - Organising Co-Days, MSF international trainings, SciDays, PaedsDays or other such events in the past, including co-designing the agenda and content. > Can also be a strong HRCo, LogAdmin profile with similar experience.

• Knowledge in handling visa and travel management

• Positive, patient, service-oriented approach

• Advantage if already based in Barcelona; requirement to be there for the duration of the event.

• Language- Should be excellent in written and oral English communication. Knowledge of Spanish is a very strong advantage

• Proven experience in Communications

• Proficiency with Microsoft Suite (Excel, Word, PPT, Teams, etc)

• Ability to work in a multi-cultural environment

• Innovative and creative

• Flexibility to work outside normal working hours and on weekends

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.