Administrative Assistant

Job Posting Organization:
Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion, and natural disasters. Founded in 1971, MSF operates in over 70 countries worldwide, providing assistance based solely on need, irrespective of origins, religion, gender, or political affiliation. MSF International, registered in Switzerland, serves as the legal entity that binds MSF’s 24 sections and 28 associations together, providing coordination, information, and support to the MSF Movement while implementing international projects and initiatives as requested. The organization is committed to humanitarian principles and strives to alleviate suffering and save lives in crisis situations.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the internal operations of the Information Systems Management (ISM) Platform at MSF. This position is designed for an individual who can provide comprehensive administrative support to ensure the smooth functioning of the coordination team and their key stakeholders. The primary focus will be on assisting the International Information Systems Coordinator (IISC), to whom the position holder will report. The successful candidate will need to demonstrate excellent organizational skills, a proactive approach, and the ability to multitask effectively in a dynamic environment. This role is essential for maintaining the efficiency of the ISM team and ensuring that all administrative processes are handled with precision and care.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks that include: managing and coordinating calendars, meetings, and appointments for the International IS Coordinator and her team members on an ad-hoc basis; preparing and distributing agendas, minutes, and documentation for internal meetings while following up on action items; assisting in organizing international travel arrangements for the ISM Coordination team, which includes booking flights, accommodations, and preparing detailed itineraries; processing expense and credit card reports while maintaining accurate financial records related to team activities and budgets. Additionally, the role involves assisting in the preparation and organization of internal documents, reports, and presentations; coordinating logistics and support for internal workshops, training sessions, and team-building activities; serving as the primary point of contact for internal communications and inquiries directed to the Coordinator as requested; maintaining organized digital filing systems for the ISM to ensure easy access to information; assisting with the preparation and submission of internal reports and documentation; providing general office support, including ordering supplies and managing procurement processes as required; and performing any other duties as assigned.

Required Qualifications:
Candidates must possess strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. Proficiency in office software and tools is essential, along with excellent communication skills, both written and verbal. The ideal candidate should be proactive, adaptable, and capable of working effectively in a team-oriented environment. A strong commitment to the humanitarian principles of MSF is also required, as well as the ability to maintain confidentiality and handle sensitive information with discretion.

Educational Background:
A minimum of a high school diploma is required, with preference given to candidates who have completed higher education or possess relevant certifications in administration or management. Additional training in project management or organizational skills would be advantageous.

Experience:
Candidates should have at least 2 years of experience in an administrative support role, preferably within an international organization or a similar environment. Experience in managing calendars, organizing travel, and handling financial documentation is highly desirable. Familiarity with the humanitarian sector or non-profit organizations will be considered a plus.

Languages:
Fluency in English is mandatory, both spoken and written. Proficiency in additional languages, particularly French or Spanish, is considered an asset and will enhance the candidate's profile.

Additional Notes:
The position is offered on an 80% contract basis for a duration of 9 months, with a starting date as soon as possible. The successful candidate will be based in any MSF office within +/- 2 hours of the CET time zone. Compensation and benefits will be aligned with MSF practices and the package current in the MSF entity establishing the contract. By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.