Job Description

Admin Transit 

Position status: Replacement
Location: Sana’a

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

Main Purpose

Administrative specialist responsible for the management of staff movements and associated processes ac-cording to MSF's standards and procedures and the local legislation in order to ensure the smooth running of MSF's activities

Accountabilities

• In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country
• Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…)
• Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters and lodging)
• Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists and evacuation/lists).
• Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (administrative assistants, housekeeping staff)in order to im-prove people capabilities and to ensure both the sizing and the amount of knowledge required 
• Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of guesthouses (furniture, cleaning, food)
• Being responsible for the filing of administrative documents according to MSF standards and local legislation.Sending required documentation to HQ in a timely manner

MSF Section/Context Specific Accountabilities

• Prepare the breifing schedule plan for expats upon arrival.
• Organizing Schengen visas for expats and national staff.
• Responsible to acquire the travel permit for in country travel for staff. 
• Responsible for preparing the EoM forms.
• Being in charge of supervising (Admin transit Assistant, Liaison Officer, Interpreter and Data entry officer )

Requirements

Education    

• Bachelor Degree in related field .

Experience    

• Essential previous working experience of at least two years in relevant jobs. 
• Experience in MSF , Admin transit Unit is mandatory  
• Desirable experience in  other INGOs  in same capacity. 

Languages        

• Mission language (English) and local language (Arabic) essential

Knowledge    

• Essential computer literacy (word, excel, internet)

Competencies:     

• Results and Quality Orientation 
• Teamwork and Cooperation 
• Flexibility.
• Commitment.
• Stress Management.