ADMIN TRANSIT (PORT SUDAN / KHARTOUM) – MSF Spain
Job Description:
| Organization | Medecins sans Frontieres Spain |
| Job Title | ADMIN TRANSIT |
| Location | PORT SUDAN / KHARTOUM |
| Section/Unit | HR & FIN |
| No. of Post | 1 |
| Grade Level | 8 |
| SALARY | 1755 $ |
| Duration | 6 MONTHS WITH POSSIBILITY OF EXTENTION |
| Supervisor | HR COORDINATOR |
| Closing Date | 25 March 2026 |
Background:
We are seeking a highly organized administrative professional who will coordinate and oversee staff movement processes across the mission, ensuring efficient travel arrangements, visa and permit management, and transit support in line with MSF standards and national regulations to enable smooth and uninterrupted operational activities.
As an Admin Transit, you will play a key role in managing the coordination of national and international staff movements across the mission. With a strong focus on travel administration, visa and permit processing, transit coordination, and stakeholder liaison—guided by MSF procedures and local regulatory frameworks, you will ensure seamless staff mobility, proper documentation management, and reliable administrative support for mission operations.
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.
- Ensure full ownership of staff movement coordination, including visa acquisition, travel permits, transit arrangements, and off/onboarding logistics. This involves close collaboration with HRCo, Liaison Officer, Logistics, and Project teams to secure the necessary authorizations and movements under often rapidly shifting administrative conditions.
- Visas follow up: Being the focal point of the follow up of the visas, the AT prepares the documentation for the requests, follows the extension and exit visas status, updates the FUP visas table in the Share Point; and together with the Liaison officer ensures that the visa process are done on time for all the IMS of the mission, and advises the HRco about the correct moment to proceed with each procedure.
- Residences: Together with the Liaison officer launches and follows up the Residence permit processes, in the same manner than for the Visas follow up.
- Serve as the central administrative focal point for all transiting staff through the capital, ensuring their arrival, reception, accommodation (with rooms table update), and technical/HR/medical De/briefings are well managed and contextually appropriate (with Reception of outlined docs in EoA and BoA Checklist).
- Travel Permits: Supervises and follows up the status of the Travel Permits requests, and together with the Liaisson Officer prepares the documentation needed for them and advises the Hrco about the best way to proceed with each TP request.
- Work closely with Liaison Officers to anticipate potential bottlenecks in visa or TP processing, and maintain contingency plans for emergency evacuations or rapid deployments to/from project locations.
- Maintain updated staff tracking tools in Sharepoint, movement files, IMS follow up +Visa Follow up, Share updates regularly with relevant departments (Logistics, Medical, Security) ensuring information is reaching all stakeholders and concerned staff + alignment with the security context and readiness for emergency relocation or medevac.
- Provide active transit administrative support to projects by keeping strong communication lines with base-level Ops, Log and HR/Admin staff.
- Per Diem: prepares monthly per diem for IMS at Coordination, and per diem of local staff of Coordination or other locations when needed for local movements.
- Local travel arrangements: the AT books the accommodation of the driver and passengers for the local movements when needed (OCA GH in Gedaref, UNICEF GH in Atbara, hotels, etc.), books and distributes UNHAS flights and tickets.
- Regularly engage with external counterparts, including HAC, Immigration, Airport Authorities, UNHAS, PTO In HQ and partner NGOs to troubleshoot delays, clarify procedures, and ensure up-to-date compliance with Sudanese regulations and MSF protocols.
- Supports the Recruiter any recruitment task needed, in case of bottleneck in recruitment activities or absence of the Recruiter, like printing tests or interviews schedules, contacting candidates, organizing rooms for tests of interviews, etc.
Minimum Qualification, Skills and Experience Required:
- University degree in Business Administration or a related field.
- At least 2-3 years of experience in administrative management or movement operational coordination within an international organization, NGO, or multinational environment. Managing visas, residence permits, international travel arrangements, staff mobility coordination. travel permits or government administrative procedures.
- Having 2 years of experience liaising with external stakeholders such as government offices, immigration authorities, UN agencies, or airlines. Managing support staff, accommodation coordination, or guesthouse administration.
- Experience working in humanitarian or emergency contexts is considered an asset.
- Strong knowledge of visa procedures, travel documentation, and international staff movement processes.
- Experience managing movement tracking systems, administrative databases, or SharePoint-based coordination tools.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and administrative tracking systems.
- Strong communication and stakeholder management skills.
- Ability to work in complex humanitarian environments with changing regulations.
- Minimum B2 Proficiency level in English and native or near-native proficiency in Arabic.
Competencies: - Teamwork and Cooperation L2
- Results and Quality Orientation L2
- Behavioral Flexibility L2
- Commitment to MSF Principles L2
- Stress Management L3
How To Apply:
Interested candidates are requested to submit their application Online through the following Google forms link:
Application Link:https://forms.gle/FBZo8zKnUW6f5eyp8
Applications must be submitted in English Language including:
- Complete CV in English and copies of all certificates Including (Bachelor degree, experience certificates, relevant training certificates and education certificates, including cover letter).
- Sudanese National ID/Passport.
Please note that Applications submitted through any other channel incomplete applications or applications that do not meet the specified criteria will not be considered in the recruitment process.
Your application will be reviewed only after this form is fully completed and all required documents are uploaded.
Applications submitted through any other channel, or without the full set of documents in each mentioned upload section, will not be processed or considered.
Only applicants selected for the shortlist will be contacted.
All information provided will be handled with strict confidentiality and for recruitment purposes only.
Test and interview will be carried out in English.
Only short-listed candidates will be contacted.
Administrative conditions:
- This job profile can be adapted and/or changed according to the evolution of the activities, evolution of the Mission and the program needs.
- The general conditions are detailed in the staff regulations, work contract and health policy.
Confidentiality is the basis for a trustful relationship between patient and health staff. It concerns the provision of privacy as well as the handling of individual personal/ medical information according to medical ethics.
Confidentiality is required and demanded at any time, violation of this will result in immediate administrative action!
YOU ARE PART OF MEDECINS SANS FRONTIERES:
You are expected to treat all the persons you get involved with (beneficiaries, soldiers, villagers, etc… respectfully without regard of their political or ethnical background. Do not speak about your political opinions and take the time to explain to as many people as possible about MSF mission and about our work in Sudan.
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.
