PREPARATION AND TRAVEL OFFICER (BASED IN AMMAN OR NAIROBI OFFICE)

GENERAL OBJECTIVE
Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

The MSF movement is built around five operational directorates supported by MSF’s 21 sections, 24 associations and other offices together worldwide. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona, Athens and decentralised in Nairobi, Dakar and Amman. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations, including the Human Resources Department.

GENERAL OBJECTIVE AND JOB ENVIRONMENT
Hierarchically accountable to the Preparation & Travel Manager, The Preparation & Travel Officer (PTO) acts as the main interlocutor for MSF Staff from the moment the person is selected for a new vacancy, until this person reaches the mission, and then when the person has to return home.

The PTO is responsible for ensuring that MSF Staff are adequately integrated and receive proper information and support when preparing for departure to the field. PTO manages trips, visas, work permits. PTO organises face-to-face or at virtual briefings and debriefings whenever and wherever needed in accordance with existing procedures. PTO also provides support in the organization of technical trainings before departure, as identified by the Pool manager (PM) and by the REHUCO (HR responsible in operational cell) before departure.

MAIN RESPONSIBILITIES AND TASKS
a. Organization of field departures for international staff working in MSF missions
Centralises departure management of international staff to MSF missions in collaboration with all the interlocutors involved in the process (PM, REHUCO, HRCO, International Staff getting ready for departure); asks for all the necessary information/documentation; support the employee in preparing for departure to the field; fixes the final departure date when the whole process is over:

• Helps the person to access all relevant information regarding the mission of destination.
• Receives and files documents related to job starting procedures, work permits, diplomas translations, etc.
• Prepares all the documents to obtain a visa; applies for visas or guides the person on how to apply.
• Books flights and hotels through Travel Agency, according to MSF policies and ethics.
• Prepares, distributes and participates in the briefing agendas.
• After consultation with PM and REHUCO, includes technical trainings in the agenda.
• Checks, calculates and orders the payment of per diem corresponding to the employee’s stay in HQ and of other expenses related to departure according to MSF OCBA travel & per diem policy.
• Sends all necessary information regarding the person’s arrival to the HRCO of the mission.
• At each step of the process, updates the database (SAP) with all the information related to departure.

b. Organization of returns for international staff working in MSF missions
Centralises return management of international staff from the field in collaboration with HRCO; guarantees that travel procedures and visas are correct; informs all relevant interlocutors about the person’s return:

• Receives end of mission forms (EOM) and makes them available to the administration unit.
• Applies for visas for al international staff when needed.
• Books flights and hotels through Travel Agency, according to MSF policies and ethics.
• Prepares and sends travel documents to HRCO.
• Prepares, distributes and participates in debriefing agendas.
• Checks, calculates and pays per diem corresponding to employee’s stay in HQ and other expenses according to MSF OCBA travel & per diem policy.
• At each step of the return process, updates the database (SAP) with all information.

c. Other tasks related to travels to/from/between missions

• Facilitates travels abroad of MSF HQ staff (for field visits, international meetings, trainings etc) by providing all necessary information about the mission, informing HRCO of the arrival, managing visa procedures when relevant, at the exception of travels (under responsibility of HQ staff).
• Organises travels and visas (when relevant) for MSF field staff (international, regional, national) from their country of mission to other countries when needed (meetings, administrative issue, detachments) in coordination with HRCO.
• In case of detachments, collects the required personal data documentation from the HRCO and makes it available to administration unit.
• Organises travels and visas (when relevant) for MSF international staff going back home for holidays according to MSF OCBA policies.
• Organizes travels and visas to and from missions for MIOs (Mobile Implementation Officers), Mentors, Evaluators, and inform these movements in SAP.

d. Information, Communication and Knowledge management

• Knows MSF travel policy, is committed to MSF ethics of expenses and applies these principles in her/his day-to-day work.
• Collects all necessary information regarding the countries managed (visas, work permits, flights, health requirements, etc.) and keeps them up-to-date.
• Keeps contact and shares information with his/her counterpart in other MSF sections whenever needed.
• Provides visa information and guidance to the persons in charge of organizing workshops, coordination weeks or other MSF OCBA events.
• Is the referent person for all questions regarding travel constraints (visas, delays, limits, work permits, etc.) in the mission countries.
• Shares and guarantees the respect of MSF travel policy and communicate with all relevant interlocutors.

e. Others

• On request of the Preparation and Travel Manager, takes over (temporarily or at longer term) from any other PTOs (including Emergency Unit PTO and Learning Unit PTO) during sick leaves, holidays, operational changes, or when workload requires it.

SELECTION CRITERIA

• Tourism Diploma is an asset.
• Experience in Touristic sector (Travel Agency, Airline, Coordination of events, Visas management) is also an asset.
• MSF experience in HR position (HRCO, admin, etc.) is a plus.
• Experience in management of Travels/Visas/Work Permits in NGO environment is an asset.
• Proficiency in Spanish, English and French is a must.
• High knowledge of Computer (Microsoft Office environment).
• SAP Knowledge will be a plus.

COMPETENCIES

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Stress Management
• Analytical Thinking
• Results and Quality Orientation
• Service Orientation
• Planning and Organising
• Teamwork and Cooperation

CONDITIONS

• Structural position based in MSF Office Amman or Nairobi.
• Full time work: 40 h/weekly.
• Contract: indefinite.
• Annual gross salary (based on 40h/weekly): HQ 2C € (divided in 12 monthly payments) + secondary benefits based on MSF OCBA Reward Policy.
• Starting: as soon as possible.