ADMIN TRANSIT (White Nile) – MSF Spain
Job Description
| Organization | Medecins sans Frontieres Spain |
| Job Title | ADMIN TRANSIT |
| Location | White Nile State & Project Sites |
| Section/Unit | Human Resources |
| Salary | 1503 USD |
| Supervisor | HR Coordinator |
| Closing Date | 16 Jan 2025 |
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
- Follow up the translation work visa related and ensure the translation work is adjusted to the Technical agreement or visa acceptance procedure/process.
- Upon the request to support on visa and taxes payment
- To ensure the visa document is shared with all the Coordinators on weekly basis.
- work with the Liaison Officer to ensure a good tracking system for visas, from application to issue, as well as travel and transport permits.
- Cover the Gap of Laison officer
Minimum Qualification, Skills and Experience Required:
| Education | Essential bachelor’s degree in business or administration related Studies. Desirable master’s degree in business or administration related Studies. |
| Experience | Essential experience in HR or Administrative position (minimum 2 years). Desirable experience in position of Admin Transit minimum 1 year in the NGO |
| Languages | English & Arabic language are essential |
| Knowledge | Essential computer literacy (Word, Excel, internet) |
| Competencies | Results and Quality Orientation L2 Teamwork and Cooperation L2 Behavioral Flexibility L2 Commitment to MSF Principles L2 Stress Management L3 |
MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF. MSF OCBA is a people-focused humanitarian organization that offers a diverse, collaborative, and inclusive work environment. We believe this approach enhances our work and we are committed to equity in employment. We embrace diverse backgrounds of people working together to exhibit their passion in action for the social mission of MSF. All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.
How to apply
Applications must be in English Language and include:
CV, Personal ID, application letter, copy of educational and experience certificates, interested candidates are requested to send their Applications to MSF-SPAIN Office in a sealed envelope mentioning (MSF Spain – application for ADMIN TRANSIT). House No. 113, Block No 4, Airport Area, Port Sudan.
Test and interview will be carried out in English.
Only short-listed candidates will be contacted.
Opening Date: 07/01/2025 Closing Date: 20/01/2025
