Descriptif de l'offre

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.

MSF International is the legal entity that binds MSF's 21 sections, 24 associations and other offices together. Based in Geneva, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested. MSF International also provides administrative support to the MSF Access Campaign.

POSITION BACKGROUND

The position of Executive Assistant for the medical coordination supports, in the International Office, the International Medical Coordination, the Spinco team and the international staff in Brussels.

PLACE IN THE ORGANISATION

The Executive Assistant will:

  • Report to the International Medical Coordinator and the Spinco Coordinator
  • Interact with the International Medical Secretary (IMS), the International Medical Coordinator (IMC), the Spinco Coordinator and team, the Chair of the IB Medical Standing Committee (IB MSC) and any other contact considered necessary.

OBJECTIVES OF THE POSITION

The Executive Assistant Medical Coordination will provide administrative support to the international office of MSF International Medical Coordinator, the IB Medical Standing Committee and support SPINCO and the International Office staff in Brussels. As such, the Executive Assistant Medical Coordination will play a key role in the organization of international meetings, be responsible for ensuring efficient logistical organization of the meetings and the production of accurate minutes. The Executive Assistant Medical Coordination will also be the focal point for maintaining documentation both for the IMC, the IB MSC and SPINCO. The Executive Assistant Medical Coordination will play a key role in supporting the Human Resources management for the Brussels based staff, and will provide other support to the International Office medical team, as required.


MAIN RESPONSIBILITIES

International Medical Coordination – 50%
1) Support to the International Medical Coordinator

  • Administrative support as needed: room booking, travel support, agenda and meeting requests, management of signatures, follow up of expense claims, drafting of documents, editing and formatting, other administrative tasks as required.

2) Support to the DirMed platform

  • Meetings practical organization: dates planning, invitations, practical details on site (IT, room, catering), agenda setting, other assistance as required;
  • Coordination with OC Medical Assistants;
  • Meeting minutes: minutes during the meeting, drafts, corrections, finalization, sharing;
  • Follow-up of actions;
  • Documentation gathering, sharing and archiving;
  • Maintenance and improvement on O365 Sharepoint;

3) International Medical Coordination support

  • Direct support to intersection collaboration: working groups, contact groups, task forces, networks, and others;
  • Focal point for WG leaders, CG focal point, etc. regarding collaboration with the DirMed platform;
  • Responsible of IMC documentation gathering, sharing and archiving;
  • Focal point for Medical International reference documents: production and validation process, sharing of information;
  • Maintenance and improvement on O365 Sharepoint;
  • Coordination with other International platforms (MEDOP, RIOD, EXCOM, IB, etc.) as needed;
  • Maintenance of contact lists;
  • Meeting organization support as needed.

IB Medical Standing Committee – 10%

  • IB MSC meetings

- Meetings practical organization: dates planning, invitations, practical details on site (IT, room, catering);
- Meeting minutes: minutes during the meeting, drafts, corrections, finalization, sharing.

  • Follow-up and documentation

- O365 Sharepoint maintenance;
- Documentation sharing and archiving.

SPINCO – 20%
1) Administrative support to SPINCO team

  • O365 Sharepoint support and maintenance as needed;
  • SPINCO team meetings planning and setup: dates planning, room booking, minutes of some specific meetings, agenda setup;
  • Follow-up of invoices and coordination with IO Finance team (and OCB finance team when needed);
  • SPINCO Steering Committee meeting organization and follow-up: dates planning, invitations, practical details on site (IT, room, catering), agenda setting, minutes writing and sharing, other assistance as required;
  • Meeting organization support as needed.

2) PMO

  • Regular information gathering of SPINCO projects status;
  • O365 Sharepoint Project information maintenance;
  • Enforce / Check Project Documentation;
  • Templates updates and improvements;
  • PMO framework improvements;
  • Project Portfolio and priority setting meeting organization.

HR & administrative support – 20%
HR and administrative support for IO staff (International Office and Access Campaign) based in Brussels.

1) Human Resources

Having a good knowledge of both OCB and IO HR procedures and legal requirements, the Executive Assistant acts as a focal point between HR teams in Brussels and in Geneva, following up the entire processes and communicating information (making sure all information is shared with everyone in a timely manner).

  • Recruitment

- Support for TOR writing and positions opening as needed – liaise with IO HR and Finance with proper documentation;
- Process follow-up, link between IO HR, OCB HR and candidate(s);
- Close recruitment support for the IMC and SPINCO Coordinator: follow-up of positions openings, related budgets, contracts, participation to interviews when required, etc.;
- Administrative support for new arrivals: desk setup, IT setup and material, liaising with Line Manager, briefings, OCB welcome process;
- Liaise with people in charge of volunteers.

  • Day-to-day HR

- Follow-up of contracts: end dates, extensions – link between IO HR and OCB HR for information;
- Absences follow-up (holidays, sick leave, extended leave, other absences): encoding in OCB system and coordination with OCB HR, and IO HR when required;
- Update of the composition of the IO department in Brussels for HR communications (office signalization, brochures, Contact magazine, etc.).

  • Trainings: follow-up of trainings undertaken by International staff based in Brussels, following both OCB and IO procedures according to the type of training. Clarification and improvement of procedures as needed.

2) Technical support

  • Liaise with OCB IT to support IO staff as required;
  • Knowledge of technical systems for teleconferencing and videoconferencing for basic support as needed;
  • Liaise with O365 support as needed;
  • Liaise with OCB facilities for practical setup in Brussels (work spaces, desks, material).

3) Administrative support

  • Focal point role for Brussels based staff on administrative questions: day-to-day administration in Brussels, business cards ordering, cost centers information, office maintenance, travel organization support when required, meeting organization support, catering, mailing, expense notes, etc.;
  • Participation to the Department Assistants platform (DAM platform) in OCB, including organization of events and participation to the back-up system;
  • Organization of IO Brussels team events.

Requirements

  • Genuine interest in, understanding of and commitment to the humanitarian principles, social mission, operations, and challenges of MSF;
  • Outstanding organisational skills with the ability and judgement to prioritise appropriately and to follow multiple tasks at any one time;
  • Ability to summarise information and produce accurate, well written minutes and reports;
  • Previous work with senior management essential;
  • Energy, tact, flexibility and tenacity to ensure that tasks are completed well, often within tight deadlines;
  • Self-motivated, responsible and committed, with problem-solving abilities, and with the ability to work effectively in a team;
  • Proficiency in English to mother-tongue standard, French fluency a clear advantage;
  • Ability to work in a multi-cultural environment, possessing maturity, patience and understanding;
  • Diplomatic ability and judgement regarding networking, information gathering, and negotiation;
  • Bachelor/postgraduate degree desirable;
  • O365 management experience is an advantage;
  • MSF or other NGO experience an advantage;
  • Knowledge of medical domain an advantage;
  • This position requires occasional short trips to other MSF offices within Europe and flexibility to occasionally travel and work outside normal business hours and on weekends.

Location: Brussels

Duration: Long-term contract, full-time position

Starting date: January 15th, 2020

Application closing date: 1st December 2019

Reporting to: International Medical Coordinator (IMC) & Spinco Coordinator

TO APPLY ONLY ONLINE : https://msf.recruitee.com/o/executive-assistant-medical-coordination



Date limite de dépôt de candidatures
1 December 2019