Médecins Sans Frontières
Background
Médecins Sans Frontières (MSF) is a leading international independent medical humanitarian organisation, dedicated to providing expert medical relief to vulnerable populations at times of conflict or disaster. In over 71 countries worldwide, MSF provides both life-saving emergency relief and longer-term assistance to make basic healthcare services available to the most vulnerable or excluded communities. MSF Nederland in Italy coordinates the Search and Rescue operations in the central Mediterranean which provide lifesaving activities and basic assistance operating with the Geo Barents ship.
Scope and objectives of the position
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.
Main responsibilities
- 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) with the project and headquarters
- Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement 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 MSF 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 diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of guesthouses (furniture, cleaning, food)
Specific Accountabilities
This position is based in Augusta and includes a huge variation in terms of workload along the month. The workload is concentrated while the ship is in port, and is lighter in between portcalls. The candidate must be able to manage very stressful days during the portcalls and downtime in between. One rotation can last between 3 to 6 weeks and is very unpredictable.
The project counts with a high turn-over. The crew change needs to happen in a very short period of time, 1 day for disembarkation and 1 day for embarkation.
The admin transit will be in contact with the incomers & outgoers to organize their movements to and from the ship. He/she is responsible of arranging their accommodation on shore and as well as updated crew and cabin lists on the boat.
He/she is responsible to monitor the regulations to enter in Italy following the recommendations of health authorities. He/she is the main focal point with the port agent regarding embarkation, disembarkation and movements to/from the ship for visitors.
He/she supports the Personnel Administration Manager in the recruitment of SAR crew, National & International Staff in making all administrative information available to the staff and assisting in meetings upon request.
He/she make sure the information are properly and timely updated on the electronic archive.
He/she follow up of all expiring rental contract dates and inform his/her supervisor in order to leave enough time to arrange a renewal or look for an alternative.
Additional HR/Admin task delegated by his/her Supervisor.
Although this is a shore-based position there might be a small need to go on board when the ship is in port.
Profile and qualifications
- Degree in administration related studies
- At least one year in administration management or related field
- Experience with MSF or other international NGOs in developing countries or in an international environment
- Fluent English speaker C1 level
- Preferable Italian speaker B2 – C1 level
- Essential computer literacy (Word, Excel, internet)
- Results and Quality Orientation
- Teamwork and Cooperation
- Behavioural Flexibility
- Commitment to MSF Principles
- Stress Management
- Autonomy
Conditions
Contract: Fixed term contract (6 months), full-time. Level 2 of Italian CCNL of Commerce. Candidates should hold a work permit to work in Italy.
Gross Annual Salary: Between 28.178 Euros and 29,868 Euros, depending on the MSF experience of the selected candidate.
Duty Station: Based in the MSF Nederland Augusta (SR) Sicily office.
Start Date: 02st of January 2023
How to apply
To apply for this role, please submit your application containing your detailed motivation letter and CV (both in English) to [email protected]
The application deadline is 20th of November 2022
Only short-listed candidates will be contacted. Applicants not invited for interview within 4 weeks from the closure of the vacancy may consider their applications unsuccessful.
MSF-Italy is an Equal Opportunity Employer. No employee, or applicant for employment, shall be discriminated against in any term or condition of employment because of race, color, religion, national origin, sex, age, or sexual orientation. Diversity, equity, and inclusion are core values. We expect this same commitment from our staff.