Association Assistant (m/f/x) – MSF Belgium – Brussels

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 60 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

Association Assistant (m/f/x) – MSF Belgium – Brussels

CONTEXT

MSF is a worldwide movement of 26 associations, 6 operational centers, 23 sections and various other offices. They are bound together in the MSF international association, MSF-Belgium is the legal hub for the operational center in Brussels (MSF-OCB) which is run by 9 MSF associations (Belgium, Brazil, Denmark, Hong Kong, Italy, Luxemburg, Norway, South Africa and Sweden) and one branch office (Lebanon).The role of the MSF-B/OCB association is to ensure good governance and to safeguard the MSF identity and core principles.

As an Associative assistant, you report directly to the MSF-(OC)B Board President. You interact on a daily basis and in a non-hierarchical way with the other members of the team. Together you form an ‘associative team’ at our Headquarters.

Your mission is to provide administrative, and organizational support to the associative team in its different fields of activities (governance; access to information and mobilizing participation; fostering Asso life in Belgium, HQ’s and in the field).

RESPONSIBILITIES

Under the supervision of the MSF-OCB/B President, you will focus on:

Governance

Membership, databases and voting management

• Act as focal point for the IT-Unit for the development and maintenance of performant systems for associative databases management (membership database; segmented communications/events group lists for (ex)staff, (ex)members, field missions etc.) and membership fee payment;
• Update, optimize the data, provide statistics and manage the fee payments.
• Coordinate the membership information to the members on the field, at HQ and elsewhere and provides support to them (membership promotion, field focal points training on the use of the database, answer to individual questions, …).
• Coordinate and ensure the follow-up of the “ballot committee” work
• Coordinate the collaboration with the IT department and the OCB partners for the development, maintenance, and management of the OCB Gathering online voting site;

OCB Gathering / MSFB-GA organization

• Coordinate the logistical and administrative organization of the OCB Gathering and MSFB General Assembly
• Contribute to the design of the agenda and of an innovative concept, propose and follow the budget
• Organize, plan and coordinate the involvement of the other Asso team members, different departments, external providers, short term contracts, OCB partners, volunteers, and speakers
• Organize and keep developing up to date/performant solutions for all the technical aspects and hybrid (online and face to face) active participation (sound, interpretation, online connectivity, IT set-up)
• Organize the catering, rooms and social aspects of the event (party)
• Ensure a proper follow-up of the accommodation and transport of participants from other sections, speakers etc.
• Ensure the practical organization of the Boards elections and the GA/Gathering secretariat (practical set-up for the physical and online voting, training of volunteers, …)
• Provide support for the editing, layout, translation of supporting material and presentations (reports, PowerPoints…)
• Implement a good communication upstream and downstream the event (Invitation, Web pages, e-news, feedback)
• Ensure a good timing and smooth transition of the event sessions

MSFB/OCB Board administrative and organizational support

In collaboration with the President, Boards and the Board Secretary, provide administrative and organizational support to:

• Board members, IGA reps and President: accommodation and flights; remote participation, catering etc.
• Organize and update the external and closed internal information platforms for the Board activities (Asso website open Board activities information pages; Board closed information and working spaces; memory and archives; …)
• Take meetings minutes upon request
• Link with and respond to administrative needs of the international governance platforms (IGA, IB, IGA Reps, …

INFORMATION/PARTICIPATION

Asso platforms /communication channels

You are in charge of the daily management and monitoring of associative platforms and communications tools (such as www.insideOCB.com, Facebook, WhatsApp groups etc. and management of joint Asso team e-mail addresses):

• Maintain the Asso website and other tools updated (daily“routine” information and postings; updated website areas and spaces for the Field, Boards, dossiers for debate Library, and others;
• Organize the Asso website information to make it accessible, accurate and user-friendly
• Support the team in ensuring comments, questions, reactions in online debates and tools are answered, followed-up, and fed with relevant information.
• Management of subscriptions in the different tools (website, Facebook, WhatsApp) and maintenance of the segmented communication lists.

In collaboration with the team, you also contribute to the general promotion of associative activities and provide general communications technical support to the team (video’s, design, website, use of tools and social media, …). You contribute to developing other communications tools/platform and information material as necessary.

Associative Events

Organizational, logistical, technical and administrative support to the Asso live or online events organized by the team (evenings, lunch and learn, debates, cineclubs, trainings and other Asso events…)

Other Asso activities

• Administrative and organizational support for Field Asso activities:
  • Field Asso focal points activities, Field Voices group and OCB Asso coordinators group
  • Organization of the FAD’s in the field and field representative week in Brussels in collaboration with OCB partners (visa Schengen, flights, accommodation, matchings, logistics, info sharing)
• Contribute to the good communications and participation in the OCB/International associative networks and planning activities of the team

Administrative running of the associative team

• Asso budget and follow-up:Coordinate the associative yearly budget, prepare budget revisions and conduct the financial follow-up for the Asso team (invoices and expense notes, etc.)
• Coordination of translations and interpretation of the different activities of the team
• GDRP: you act as GDPR focal point of the associative team in collaboration with the Board secretary and legal referents (legal unit, referent in the board, counsellors),
• Implement the statutes and Internal regulations revision processes (adaptations, information to members, extraordinary GA, …)
• Monitor and ensure the legal formalities and publications for the MSF ASBL and Foundation (Statutes, Internal Rules, Board composition, …)
• Ensure the archives and organization of the information of the team, ensure administrative records and institutional memory of the association

CANDIDATE PROFILE

Education & Experience

• Higher education diploma (Bachelor’s degree or equivalent)
• At least 2 years of professional experience in similar position (administrative assistant or other similar jobs)
• Experience in associative functioning and governance issues in an NGO context is a strong asset
• MSF experience is a strong asset.
• Good knowledge of MS Office package and at ease with working with different types of soft wares – social media + other digital tools is an asset

Competencies

• Humanitarian motivation and interest
• Autonomy is key. While being able to work as a team
• Ability to see the global picture, synthesize complex written and oral information; drafting and editing abilities
• Organizational, coordination and planning skills
• Able to respect confidentiality and process sensitive information with discretion
• Flexible, stress resistant, dynamic, diplomatic

Languages

• Oral and written fluency in both English and French
• Dutch is an asset

Other

• Flexible to work outside normal working hours (about 1 to 2 evenings a month) and on weekends (4 times a year)

CONDITIONS

• Expected starting date: As soon as possible
• Location: Brussels (Belgium)
• Contract type: Open-ended contract – full time
• Salary according to MSF-OCB HQ grid – Meal vouchers – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs – In-house canteen at fair prices
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments

Deadline for applications: 25 January 2023