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.