ADMIN TRANSIT (Port Sudan) – MSF Swizerland

Job Description

Organization	Medecins sans Frontieres Swizerland
Job Title	ADMIN TRANSIT
Location	Port Sudan
Section/Unit	HR & Admin
No. of Post	1
Grade Level	8
Duration	6 months
Supervisor	HR Coordinator
Closing Date	05 Nov 2025

Medecins Sans Frontieres (MSF) Switzerland is an international non-governmental organization working in the field of medical care in Sudan. We are looking for a qualified candidate to fill in the position of: Admin Transit. 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

Duties and responsibilities:

• 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. 

MSF Section/Context Specific Accountabilities:

• Responsible for preparing briefing schedule for new arrivals (national and international)
• Preparation of per diem of Coordination team in Port Sudan and for locally hired staffs for internal movement from Port Sudan and visitors
• Follows-up IMS contracts, addendums, EoM
• Follows-up IMS Leave
• Assist the HRCO in opening IMS positions in TDM according to the HR Update.
• Focal point for rent and utilities follow up for Nairobi premises in case.
• Focal point for organizing and communicating all movements and accommodation issues
• Organizes  and follows-up entry, work-permits, visa extensions and dependant pass mission wide for Sudan and Sudan Embassy in Kenya.
• Focal point for authorities linked to immigration issues (visa, dependant pass, entry, work-permit) for Sudan and Sudan Embassy in Kenya.
• Responsible for accuracy and punctuality of expat follow-up and contact list
• Ensures expat and admin documents are filed properly Admin support for other missions on Visa queries, Movement in case of transit in Nairobi/or evacuation
• Responsible for all air movements related to the mission (training, deployment, field visits, BOM, EOM, etc.)
• Briefing of IMS 
• Briefing of all IMS upon arrival regarding visas and all mission movement procedures

Minimum Qualification, Skills and Experience Required:

MINIMUM REQUIREMENTS AND COMPETENCIES:

Education	University Degree.
Experience	Essential experience one year working in Sudan in office administration, movement management and visa management. Essential one year experience working as Admin Transit or liaison officer with MSF or International NGO.
Languages	English & Arabic
Knowledge	Essential computer literacy (Word, Excel, internet, office outlook, calendar management)
Competencies	Results and Quality Orientation, Teamwork and Cooperation, Behavioral Flexibility, Commitment to MSF Principles, Stress Management.

“At MSF Switzerland, we are committed to an inclusive culture that supports and amplifies the diverse voices of our staff members. We strive to create workplaces where teams of people with diverse backgrounds, characteristics, perspectives, ideas, and experiences work together to advance MSF’s social mission and create better outcomes for our patients and the communities we work with. 

We understand that some people may hesitate to apply for employment if they don’t meet all listed job requirements. Research shows that this is especially true for women. If you believe your profile is a good match for this position, we invite you to apply even if you don’t fulfill every listed qualification. 

We encourage applications from individuals of all genders, ages, ethnicities, backgrounds, religions, beliefs, ability status, and all other diversity characteristics. 

MSF does not tolerate sexual exploitation and abuse, any kind of discrimination or harassment, including sexual harassment.”

How to apply

Please drop your application to the Labour office, MSF Switzerland Office at Port Sudan, square 16, house no.6. Application after 05th November 2025 will not be considered. Only short-listed candidates will be contacted.