ADMINISTRATIVE ASSISTANT

Contract: Permanent position, full time (40 h / week)

Location: Geneva

Start date: 1 February 2023

Deadline to apply: 8 December 2022

Gross annual salary: CHF 78’480 to CHF 94’380 (salary commensurate with equivalent work experience and salary grid)

I. MSF INTERNATIONAL

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 24 sections, 25 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.

II. PLACE IN THE ORGANISATION

The position reports hierarchically to the HR Manager for the HR part and Director of Resources for the rest of responsibilities.

III. OBJECTIVE OF THE POSITION

The Administrative Assistant plays an essential role in ensuring the smooth day-to-day operation of the Human Resources and Finance Units in the context of a considerable increase in the volume of activities. The position will also support to the administrative management of the office of MSF International.

IV. MAIN RESPONSIBILITIES

1. Human Resources (60%):

• Help organize selection process (interviews, tests etc.)
• Support contractual and administrative activities
• Filing documents
• Liaise with counterparts and colleagues based in different MSF offices.

2. Finance (10%):

• Scan invoices for digital validation
• Support to the accounting team (filing, archives,…)

3. General IO support (30%):

• Book travel arrangements through the system in place
• Legalization of documents
• Handle business cards orders
• Collect and distribute mail
• Update contact and email distribution lists

Other administrative tasks as requested.

Requirements

• Genuine interest in humanitarian principles of MSF
• Strong organisation skills
• Ability to complete multiple tasks within short deadlines, while maintaining priorities and quality
• Ability to work in a multi-cultural environment
• Tact, diplomacy, and tenacity as well as the ability to build and maintain a strong network within MSF to enable information gathering and smooth logistical support
• Fluent written and spoken English and French (other languages an asset)
• Previous work with office management experience desirable
• MSF or other NGO experience an advantage

Only shortlisted candidates will be contacted.

At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.