Executive Assistant to International Medical Coordination for Medical Quality

Title: Executive Assistant to International Medical Coordination for Medical Quality

Location: MSF The Netherlands (or any other MSF office in CET)

Position: Permanent contract at 70%

Start date: ASAP

*By default, the successful candidate will be offered a contract in the MSF office of their country of residence at the time of application.

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

II. POSITION BACKGROUND

The Executive Assistant is part of the IO medical department that is under the coordination of the deputy International Medical Coordinator (DepIMC), forming part of the International Medical Secretariat of MSF International. He/she will report directly to the DepIMC.

III. PLACE IN THE ORGANISATION

This position will report directly to the DepIMC, and will assist administrative and organisational activities of the International Pharma Coordinator (IPC), the International QA Coordinator for Medical Devices and In-vitro Diagnostics (QA MD/IVD), the International Food Safety and Quality Coordinator, the International Guidelines Publication (IGP) Manager, and Diagnostics Network Leader. He/she will also coordinate with the QA Medical Products Technical Officer.

IV. OBJECTIVES OF THE POSITION

The Executive Assistant will act as the main point of support for the DepIMC and the Coordinators/Managers in the department, and will play a crucial role in building a collaborative work environment within the department and with the other platform and bodies. He/she will also be responsible for improving communication and information management across and outside the department and for contributing to define its strategic evolution.

V. MAIN RESPONSIBILITIES

a. Strategic support

• Support DepIMC in annual cycle planning (scheduling meetings for budget reviews, performance evaluations, Action Plan reviews, etc.);
• Support the DepIMC in the construction of the International Medical Quality Strategic Paper;
• Develop a common format for Plan of Action for the International Networks;
• Track and follow-up independently action items, deliverables and other commitments identified at QA or departmental meetings to ensure assigned tasks are completed.
• Support to annual report development.

b. Administrative and logistic support

• Provide support to the DepIMC on agenda and email management;
• Organize meetings (online and in-person): room bookings, invitations sharing, agenda development and dissemination, minutes taking etc.;
• Set up regular QA meetings and quarterly Medical Quality meetings, support the DepIMC in the development of the agenda;
• Liaise with coordinators and contributors for Medical Quality meetings with regards to agenda setting and content;
• Manage permission settings and access requests on Outlook distribution lists and Medical Quality Sharepoint sites;
• Support any travel logistics or administration as and when needed, including processing of receipts, reimbursements, etc.;
• Support coordinators or managers on following up yearly subscriptions and accounts.

c. Department information management and communication linkage

• Development and maintenance of Sharepoint site for IO medical department under DepIMC, improve links and visibility between different Sharepoint pages;
• Develop or support development of communication and/or presentation materials representing activities, resources and data of the IO medical department under the DepIMC;
• Coordinate with International Medical Secretary (IMS) Executive Assistant and International Medical Coordinator (IMC) Officer for participation or presentations at MedOps or DirMed platform meetings;
• Ensure information & communication linkage with other platforms and bodies.

VI. PROFILE REQUIREMENTS

• Genuine interest in, understanding of and commitment to the humanitarian principles, social mission, operations, and challenges of MSF;
• Knowledge or experience in medical/public health/pharmaceutical matters, preferably in a humanitarian/development environment;
• Experience in administration and strategic support for mid-large size departments;
• Outstanding organisation skills; ability to complete multiple tasks within short deadlines, while maintaining correct priorities and quality;
• Well-developed skills in communication, content creation and enhancing visibility;
• Self-motivated, responsible and committed, with problem-solving abilities;
• Software skills: Excel, Word, Power Point, Office365, Teams, Sharepoint;
• Fluent written and spoken English, other languages an asset;
• Flexibility, availability to travel.

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.