Duration: Long-term contract, full-time position
Starting date: January 15th, 2020
Application closing date: 1st December 2019
Reporting to: International Medical Coordinator (IMC) & Spinco Coordinator
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 21 sections, 24 associations and other offices together. Based in Geneva, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested. MSF International also provides administrative support to the MSF Access Campaign.
The position of Executive Assistant for the medical coordination supports, in the International Office, the International Medical Coordination, the Spinco team and the international staff in Brussels.
PLACE IN THE ORGANISATION
The Executive Assistant will:
OBJECTIVES OF THE POSITION
The Executive Assistant Medical Coordination will provide administrative support to the international office of MSF International Medical Coordinator, the IB Medical Standing Committee and support SPINCO and the International Office staff in Brussels. As such, the Executive Assistant Medical Coordination will play a key role in the organization of international meetings, be responsible for ensuring efficient logistical organization of the meetings and the production of accurate minutes. The Executive Assistant Medical Coordination will also be the focal point for maintaining documentation both for the IMC, the IB MSC and SPINCO. The Executive Assistant Medical Coordination will play a key role in supporting the Human Resources management for the Brussels based staff, and will provide other support to the International Office medical team, as required.
International Medical Coordination – 50%
1) Support to the International Medical Coordinator
2) Support to the DirMed platform
3) International Medical Coordination support
IB Medical Standing Committee – 10%
o Meetings practical organization: dates planning, invitations, practical details on site (IT, room, catering);
o Meeting minutes: minutes during the meeting, drafts, corrections, finalization, sharing.
o O365 Sharepoint maintenance;
o Documentation sharing and archiving.
SPINCO – 20%
1) Administrative support to SPINCO team
HR & administrative support – 20%
HR and administrative support for IO staff (International Office and Access Campaign) based in Brussels.
1) Human Resources
Having a good knowledge of both OCB and IO HR procedures and legal requirements, the Executive Assistant acts as a focal point between HR teams in Brussels and in Geneva, following up the entire processes and communicating information (making sure all information is shared with everyone in a timely manner).
o Support for TOR writing and positions opening as needed – liaise with IO HR and Finance with proper documentation;
o Process follow-up, link between IO HR, OCB HR and candidate(s);
o Close recruitment support for the IMC and SPINCO Coordinator: follow-up of positions openings, related budgets, contracts, participation to interviews when required, etc.;
o Administrative support for new arrivals: desk setup, IT setup and material, liaising with Line Manager, briefings, OCB welcome process;
o Liaise with people in charge of volunteers.
o Follow-up of contracts: end dates, extensions – link between IO HR and OCB HR for information;
o Absences follow-up (holidays, sick leave, extended leave, other absences): encoding in OCB system and coordination with OCB HR, and IO HR when required;
o Update of the composition of the IO department in Brussels for HR communications (office signalization, brochures, Contact magazine, etc.).
2) Technical support
3) Administrative support