MSF
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 six operational directorates. 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 and decentralized in Nairobi, Dakar and Amman. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations other departments supporting operations.
GENERAL OBJECTIVE AND JOB ENVIRONMENT
The Preparation & Travel Area Coordinator is integrated in the Human Resources Department as the first step of the On-boarding and Deployment area and has the responsibility to manage the MSF staff movements (trips and accommodation) and the on boarding processes required to allow the staff to have the best preparation related to their function. The main priority is responding to the operational needs and this implies a high degree of flexibility in the team to respond to unexpected activity peaks. This service is done with special surveillance to the best employee experience and with special care to the costs for MSF.
The Preparation & Travel Area Coordinator coordinates a team of Preparation Travel Officers (PTO) under her/his hierarchical supervision. The team also accommodates an intern person rotating every 6 months.
MSF hosts staff from a Travel Management Company (TMC) and the Preparation & Travel Area Coordinator coordinates the link between the TMC and PTO team as well as the rest of internal users.
MAIN RESPONSIBILITIES AND TASKS
a. Travel Manager Related to the TMC:
- Together with the TMC Account Manager, prepares and defines the tools to use for travel request and reporting; analyses results and proposes improvements to the Travel Agency in place.
- Coordinates regular meetings with the Account Manager, to resolve incidences and manage the improvements, including the team adjustment when peaks of activity occur.
- Monitors and provides regular feedback to providers aiming to ensure the best performance according to the agreements done with MSF. Supervises and supports the service provided to MSF Internal Users.
- Tracks invoices and charges made by the TMC (and related providers). Claim incidents and manage refunds.
Related to the Service:
- Negotiates agreements with travel providers (hotels, apartments, etc.) to obtain rates and advantageous conditions for MSF.
- Make sure that the agreements with the airlines are in place and followed correctly.
- Defines and ensures compliance with the travel policy to achieve proper management, in terms of security and costs.
- Prepares and designs reports, to contribute to the improvement of the operation of the service.
- Gives support to HQ staff (it includes those in regional hubs) in their use of the service understanding their particular needs and seeking for adapted solutions. Design and maintain Briefing documents for HQ Newcomers. Provide Briefing when needed.
b. Preparation & Travel Service coordination
- Defines Team and individual objectives and monitors results’ achievement.
- Supervises the team activities in the search, collection and maintenance of relevant information for the proper management of transversal services (flights, visas, work permits).
- Coordinates the activities carried out by the team members for the proper functioning, ensuring quality and efficiency in the processes of on boarding/off boarding and deployment of MSF Staff.
- Evaluates and balances team members’ workload and coordinates back up groups to guarantee the correct activity in the unit.
- Gives vision and looks over the correct motivation and engagement of the team members.
- Is in charge and leads the different undergoing pilots with the support of the team.
- Oversees the maintenance and update of Travel Tool, OOKIS, TRAVEL Workspace and Power BI/SAP and other related tools.
- Designs and implements improvements of working tools to increase efficiency and guarantee quality.
- Ensures the correct treatments of MSF staff documents to guarantee internal procedures, legal requirements, and GDPR rules.
- Track the unit, both economically and qualitatively (settlements, billing, etc.).
- Plans the annual budget of the unit and reviews it in collaboration with the Head of Onboarding Unit.
c. Additional Activities
- Provides technical support when required for the events of the organization (eg. Coordination Weeks, Trainings, Assemblies …).
- Gives support to the activities of Madrid Delegation’s Assistant, related to the unit (Embassies/Consulates, legalization procedures, back up coordination).
- Participates in meetings with other services/departments, when required.
- Relates to other sections, as an MSFOCBA interlocutor, for Travel-related issues, Cross Admin, billing, negotiations.
- Participate in internal and International Working Groups such as the “Global Travel Group” and the “Climate Smart Group”.
- When required, participates in PPD, HRCO Week or other events.
SELECTION CRITERIA
- Degree on Tourism studies or HR studies or similar.
- Experience in Team management and Project Management is a plus.
- Interest on & knowledge of the Humanitarian Action sector.
- Languages: English, Spanish & French.
- Field Experience it’s desirable.
COMPETENCIES
- Commitment to MSF’s Principles
- Behavioural Flexibility
- Cross-cultural Awareness
- Analytical Thinking
- People management and development
- Results and Quality Orientation
- Service Orientation
- Planning and Organising
- Capacity to negotiate
- Leadership
- Teamwork and Cooperation
CONDITIONS
- Position based in any MSF-OCBA Hub (Barcelona, MSF-Spain office delegations, Amman, Dakar or Nairobi).
- Full time work: 40 h/weekly.
- Permanent contract – minimum commitment of 3 years.
- Annual gross salary (based on 40h/weekly): HQ-4A (divided in 12 monthly payments) + secondary benefits based on MSF OCBA Reward Policy.
- Starting: immediately.
How to apply
To apply, please submit your CV and cover letter: https://careers.msf-applications.org/job-invite/6289/
Closing date: 21st April 2022, 23:59 CET (Central European Time)
MSF is committed to achieving workforce diversity in terms of gender, race, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are encouraged to apply. We are committed to achieving a balanced gender distribution and therefore encourage women to apply.
All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.
Médecins Sans Frontieres, as a responsible employer, under article 38 of “Ley de Integración Social del Minusválido de 1982 (LISMI)” invite those persons with a recognized disability and with an interest in the humanitarian area to apply for the above-mentioned position.