ADMIN TRANSIT (Khartoum – Port Sudan) – MSF Belgium

Job Description:

Organization	Médecins Sans Frontières Belgium
Job Title	ADMIN TRANSIT
Location	Khartoum – Port Sudan
Section/Unit	HR & FIN
No. of Post	1
Grade Level	level 8
Supervisor	HR Coordinator
Closing Date	06/07/2026

Administrative specialist responsible for the management of staff movements and associated processes according to MSF’s standards and procedures and the local legislation to ensure the smooth running of MSF’s activities.

Duties and Responsibilities:

• In conjunction with headquarters and liaison officers, 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/debriefings, 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 improve 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 (telephone, SIM card, …), 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.
• Focal point for project HR managers and HRCO/DHRCO for any questions regarding IMS/LRS administrative paperwork (welcome back forms, holiday request forms, and tracking of IMS holidays, international & UNHAS tickets…)
• Focal point for Visa submission and follow-up with HAC and MOFA. (Submitting the lists and following up on the process on a daily basis if needed). 
• Focal point for HQ/IMU regarding visas and travel of IMS (Arrival/Departure & INA update)
• Update daily the movement sheet for international & UNHAS flights.
• Update the IMS follow-up sheet and airport movement file daily.
• Before the arrival of IMS, PD, organize the accommodation/travel schedule 
• Manage all accommodation requests from projects and exchange the information with the focal staff on the ground.
• Follow EOM dates and process with IMS and the project/coordination/HQ/contracting section, and arrange accordingly.
• Update monthly the Welcome documents.
• Responsible for visa documents preparation (HAC /Immigration letter), residency, visa extension, exit, and entry visa process promptly without any delays. 
• Report and actively update visa/TP information to HRCO, and autonomously follow up on pending submissions. Ensure all the information in the TPs are correct before being submitted by the LO. 
• Prepare/draft a communication letter to the authorities upon request by HRCO
• Cover Liaison officer tasks when s/he is on holiday
• Perform any other relevant tasks assigned by his/her supervisors as necessary
• Provide regular feedback and reports to the HRCO

NB: This is not exhaustive. Additional roles/duties may be assigned as deemed necessary by the organization

Qualification, Skills, and Experience Required:

Education: Degree in administration or communication-related studies 

Experience: At least 5 years in administration management or a communication-related field.

Knowledge: English and Arabic.

Competencies: 

• Planning and organization
• Negotiation and networking 
• Results and Quality Orientation 
• Teamwork and Cooperation 
• Behavioral Flexibility 
• Commitment to MSF Principles 
• Stress Management

NB: Candidates from the humanitarian sector, including MSF, whose experience does not meet the requirements outlined in this job description, will not be considered

How to Apply

Interested candidates are requested to send their applications with documents (Updated CV, Educational certificates, work experience certificates, previous employers’ references, and a copy of their national ID)

Via hand delivery of the application through MSF Belgium offices in Khartoum (Erkawit – House # 263- Block 48) OR Port Sudan office (House # 237, Block no.1, Hai Almattar area, Port Sudan.