Main Purpose Administrative specialist responsible for the management of staff movements and associated processes according to MSF's standards and procedures and the local legislation in order to ensure the smooth running of MSF's activities Accountabilities In conjunction with headquarters
managing visas
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 work permit etc) with the projects all department and headquarters Ensuring contact with external partners to stay informed on policies and procedures related to movements
entry/work regulations (immigration
UN
airline companies...) Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation
briefings
financial matters and lodging) Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists and evacuation/lists). Planning and supervising
in close coordination with the HR department
the associated processes (recruitment
training/induction
evaluation
potential detection
development and communication) of the staff under his/her responsibility (administrative assistants
housekeeping staff) in order to improve people capabilities and to ensure both the sizing and the amount of knowledge required Being in charge of the preparation of per IRECTORS per diems modes of telecommunication
and housing/rooming assignments ensuring proper management of guesthouses (furniture
cleaning
food) Being responsible for the filing of administrative documents according to MSF standards and local legislation. Sending required documentation to HQ in a timely manner. and housing/rooming assignments ensuring proper management of guesthouses (furniture
cleaning
food) • Being responsible for the filing of administrative documents according to MSF standards and local legislation. Sending required documentation to HQ in a timely manner. MSF Section/Context Specific Accountabilities Follow-up closely with the HUB office for all administrative requirements for expat in the mission (e-visa
finger print
Alien registration
Visa
work permit
travel authorization
stay permit and MOFA list for new arrivals) ensure all MSFF staff have valid documents Manage of all administrative requirements for expats in the mission (e-visa
fingerprint
Alien registration
Visa
work permit
travel authorization
stay permit and MOFA list for new arrivals) ensure all MSFF staff have valid documents under the responsibility of the Admin transit • Fill expat follow-up file for immigration updates
make sure visas
Alien registrations
and work permits are renewed on a timely manner
inform HRCO in case some staff/replacement are missing in expats file and send every month to Admin transit Book domestic/ travel tickets and accommodation within the mission for official assignment
reconcile invoices related Is the first contact person for UNHASS
attend meetings and update the admin about the changes of route/destination • Organize the travel of staff/expat and patient with MSFF Flight Keep at all time in contact with immigration and relevant authorities and Inform HRCO/HQ regarding any new procedures/changes about immigration and airport related issues Keep all International Staff documentation and files (soft and Hard copies) related to Immigration and travel updated
properly filed and easily accessible for HRCO and PAM • Organizes arrivals to the mission and departures at the end of the mission of the expats in collaboration with the departure office at headquarters. • Makes flight reservations of expats based on validated leave requests Sends expats follow up file for immigration and expats leaves tracking document to the Field HR Administrator at headquarters every month • Checks the invoices for flight tickets sent by travel agent
for PCRs sent by MedLab
as well as for visas and Alien
and submits them to HRCO for validation before forwarding them to the financial department for payment. Ensures the regular update of the movement table and sends it to the Activities Managers each days. • Update expats leaves tracking document and send the expat leave and expat follow-up file and immigration updates to the HQ at the beginning of each month. • Organize the briefings and debriefing appointments under the supervision of the PAM/HRCO and send it to all coordinators/managers. • Establish and Maintain a professional contacts list for HQ
relevant authorities
Hotels and travel agencies
share with HR team/HCA for easy access. • Prepare movement plan and intersectional shuttle without errors before sending to all recipient Prepare perdiem for Juba expats and National Staff on official mission (LOI
Schengen visa
Training document
Holiday and visit) Prepare housing/rooms allocation sheet for expats and visitors living at the guest house
hotel bookings for R/R for expats and prepare per diam for national staff. Under supervision of HRCO/PAM
liaise with Fields and HQ regarding return forms and return tickets for EoM expats/visitors Manage all international travel requirement (Mission order
LOI
Insurance
yellow fever and passports
temporary traveling document and Schengen visa for staff traveling to Europe. Any other tasks assign by the line manager. Requirements Education Experience Languages Knowledge Competencies Degree in administration related studies At least one year in administration management or related field English Mission Language Essential computer literacy (Word
Excel
internet) Results and Quality Orientation L2 Teamwork and Cooperation L2 Behavioral Flexibility L2 Commitment to MSF Principles L2 Stress Management L3