Travel Administrator

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. Established to provide assistance based solely on need, MSF operates without regard to race, religion, gender, or political affiliation. MSF International serves as the legal entity that unites MSF’s 24 sections, 28 associations, and various offices, providing coordination, information, and support to the MSF Movement. Registered in Switzerland, MSF International also implements international projects and initiatives as required, ensuring a cohesive approach to humanitarian aid across different regions.

Job Overview:
The Travel Administrator plays a crucial role in managing travel arrangements for MSF International staff across various MSF entities. This position replaces the previous role of Travel Referent for all staff travel and involves close collaboration with finance and procurement departments, MSF partner sections, decentralized hubs, the Global Procurement Unit, and external suppliers such as AMEX travel agency and accommodation providers. The Travel Administrator is responsible for ensuring that travel services are delivered accurately, efficiently, and in compliance with the Travel Policy, providing operational and administrative support to travelers, and contributing to the smooth delivery of travel services across MSF International. The role requires a proactive approach to managing travel logistics and ensuring that all arrangements align with organizational needs and policies.

Duties and Responsibilities:
The Travel Administrator's duties include coordinating travel bookings and related services for MSF International staff, ensuring compliance with the Travel Policy and operational requirements. Responsibilities encompass reviewing travel requests for completeness, booking flights, trains, buses, accommodations, and related travel services, and ensuring that travel arrangements meet both traveler and organizational needs. The role also involves providing travel administration and support throughout the travel process, advising travelers on procedures and documentation requirements, supporting visa and travel preparation processes, and responding to travel-related queries with accurate information. Additionally, the Travel Administrator is tasked with contributing to efficient and sustainable travel management by identifying travel options that balance cost, duration, comfort, and environmental impact, maintaining travel records, supporting travel monitoring and reporting, and escalating any irregularities or non-compliance with the Travel Policy.

Required Qualifications:
Candidates must possess secondary education and relevant administrative training or equivalent professional experience. Training in travel, tourism, business administration, or a related field is considered an asset. A minimum of 2 years' experience in travel administration, travel coordination, travel agency services, or a similar role is required, along with experience in organizing international travel arrangements and working with multiple stakeholders and service providers. Experience in an international and multicultural environment and/or the humanitarian sector is also an asset. Knowledge of travel booking processes, international travel requirements, visas, and travel documentation is essential, as well as proficiency in travel booking systems, databases, and standard IT applications. Strong organizational skills, attention to detail, and effective communication skills are crucial for success in this role.

Educational Background:
The educational background required for this position includes secondary education and relevant administrative training or equivalent professional experience. Candidates with training in travel, tourism, business administration, or related fields will have an advantage, as this knowledge is pertinent to the responsibilities of the Travel Administrator.

Experience:
The position requires a minimum of 2 years' experience in travel administration, travel coordination, travel agency services, or a similar role. Candidates should have experience in organizing international travel arrangements and working with multiple stakeholders and service providers. Experience in an international and multicultural environment and/or the humanitarian sector is considered an asset, as it aligns with the operational context of MSF.

Languages:
Fluency in English is mandatory for this position, while proficiency in French is considered an advantage. This bilingual capability is important for effective communication within the diverse and international environment of MSF.

Additional Notes:
The contract for this position is fixed-term for 12 months at 50% capacity, with a starting date of January 1, 202

• Candidates must hold valid work authorization in one of the specified locations: Amsterdam, Barcelona, Brussels, Geneva, or Paris. MSF is committed to an inclusive culture that supports diverse voices and welcomes applications from individuals of all backgrounds. The organization emphasizes the importance of safeguarding and preventing abuse, misconduct, and financial integrity in its operations. All offers of employment will be subject to reference checks and appropriate screening checks.