International Secretariat Support Officer

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 in 1971, MSF operates in over 70 countries worldwide, providing assistance based solely on need, irrespective of race, religion, gender, or political affiliation. MSF International serves as the legal entity that binds MSF’s 26 sections, 28 associations, and 16 branch offices together, registered in Switzerland. The organization is committed to an inclusive culture that encourages and supports diverse voices among its employees, welcoming applications from individuals of all backgrounds and characteristics. MSF is also dedicated to preventing abuse and misconduct in its operations, ensuring a safe and respectful working environment for all employees.

Job Overview:
The International Secretariat Support Officer plays a crucial role in supporting the International Secretary General (ISG) and the Senior Executive Committee (ExCom) Officer. This position is pivotal in managing complex schedules, preparing briefing materials, and coordinating communication across various functions. The officer acts as a strategic partner, proactively anticipating needs and streamlining decision-making processes. The role involves not only administrative support but also the development of substantial background briefings to ensure that the ISG's time is focused on high-impact priorities. The officer will be responsible for managing competing demands and ensuring that priorities align with organizational goals, thereby maintaining clarity and efficiency within the MSF International Secretariat Team.

Duties and Responsibilities:

• Support to the International Secretary General and Deputy Secretary General (70%): - Serve as a trusted partner, helping to prioritize initiatives and manage competing demands. - Provide full diary management, travel management, and administrative support, acting as a gatekeeper to protect the ISG and DSG’s time. - Prepare briefing materials, agendas, and follow-up actions for meetings, tracking key initiatives and maintaining visibility into progress. - Draft, edit, and proofread correspondence with a high level of accuracy, handling sensitive information confidentially.
• Support to the Senior Executive Committee Officer (30%): - Provide administrative support for the coordination of the Executive Committee, including scheduling, vote and record-keeping, and information-sharing. - Initiate and lead logistical arrangements for Core and Full ExCom face-to-face meetings. - Produce content as requested, including drafting emails and outcomes.
• Other tasks as requested by the International Secretary General and Senior Executive Committee Officer, demonstrating flexibility and adaptability to changing needs.

Required Qualifications:
- Bachelor’s degree or equivalent professional experience.
- Demonstrable experience managing complex, dynamic calendars with a focus on strategic time allocation.
- Experience coordinating cross-functional teams and liaising with stakeholders at all levels, including external partners and senior executives.
- Experience preparing briefings, reports, presentations, and meeting materials with high accuracy.
- Highly desirable: Extensive experience working as an Executive Assistant to Director/CEO level.

Educational Background:
A Bachelor’s degree or equivalent professional experience is required for this position. The educational background should ideally include coursework or training relevant to administrative support, project management, or organizational leadership, equipping the candidate with the necessary skills to perform effectively in a high-pressure environment.

Experience:
Candidates should have essential experience in managing complex calendars, coordinating teams, and preparing high-quality briefing materials. Experience in an executive assistant role, particularly at the Director or CEO level, is highly desirable. The role requires a proven track record of working in fast-paced environments and managing multiple priorities effectively.

Languages:
Excellent English (written and spoken) is essential for this position. Proficiency in French and other languages is considered an asset, enhancing communication capabilities within the diverse MSF environment.

Additional Notes:
This position offers a permanent contract at 100% and is expected to start on January 4, 202

• The successful candidate will be offered a contract in the MSF office that can issue a contract in their country of residence at the time of application. If no MSF office exists in their country, relocation to a country with an MSF office will be necessary, subject to local legislation. The organization emphasizes its commitment to inclusivity and accessibility, encouraging applicants to communicate any specific needs during the recruitment process.