Administrator – Transit at Medecins Sans Frontieres

MÃ©decins Sans FrontiÃ¨res (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare.

Experience 2 years
Location Abuja

Main Objective

Responsible for proper administrative management of staff movements and associated processes according to MSF standards and procedures and the local legislation in order to ensure the smooth running of MSF activities.

General Accountabilities

In conjunction with headquarters, managing visas, working permits/resident cards, 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.
Being responsible for all administrative tasks required for personnel transiting through the capital (taxis, organization of briefings and debriefings with coordination, administrative briefing and debriefing, per diem, lodging).
Ensuring the update of movement-related tools (movement board/list, evacuation list according to the context) and their regular distribution to the field and other concerned persons
Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assignments.
Being responsible for the proper filing of expat administrative documents according to MSF standards and local legislation.

Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations, residence IDs etc.
Being responsible for sending required documents to headquarters in a timely manner (end of mission form, contract amendments, follow up of international staff leave days).

MSF Section / Context Specific Accountabilities:

Manage travel arrangements for all IMS and LRS in the mission at coordination level (including booking of domestic and international flights) with IMS support officer in Amsterdam and HRCo & being a focal person between Intersectional Admin Transit Unit and OCA.
Keep track of IMS visa and flight expiry dates and take appropriate action.
Process all visa and ensuring preparation of the Letter of Invitation & Mission Orders.
Ensure that all passports due for visa extensions and STR application are submitted to IATU on time and retrieved back after processing.
Support new arrivals in obtaining VOA through 3rd party when necessary.
Prepare end of mission forms and flights and share with ISSO.
Manage holidays and R&R tracking of all IMS in the mission and keep the overviews.
Ensure preparation of IMS per diem overviews and sharing with HRCo and Finance department.
Ensure arrangement of in-country briefings and debriefings for all IMS
Keep HRCo informed about ongoing processes, specific situations or changes in the procedures related to visas, STRs and resident cards.
Ensure, together with the CMT members that all MSF activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative or customs related issues and inform about any possible risks or problems.
Update of staff movements and tracking of Travel agency tickets and related Invoices.
Update all movements tracking tools and share with the relevant departments on daily basis.
Facilitate the registration of all international medical and nursing staff, and communicate requirements to the IMS support officer in Amsterdam.
Supervise cleaners and cook working in the guest houses.
Support staff travellining for International trainings in getting visas, booking International tickets and prepare perdiem sheets.
Flexibility in undertaking assigned tasks, due to the changing nature of MSF operations.

Requirements:

Education: Degree in Business Administration or any other related studies
Experience:
- At least 2 years related experience administrative tasks
- Experience supervising a team is desirable
Languages: Good communication skills and use of English Language essential
Knowledge: Essential computer literacy (word, excel, internet)
Competencies: Results and Quality Orientation, Team work and Cooperation, Behavioural Flexibility, Commitment to MSF Principles, Stress Management.