ADMIN TRANSIT

Job Description

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

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.

Supervise and organise the international travels to and from the mission together with the Visa and travel service in HQ.
Provides staff with MSF cards and other identification documents.
Preparation of Monthly IMS presence list for Per Diem.
Follows up on international and national plane tickets validity.
Requests and validates per diem payment to staff working in the mission and visitors.
Ensures proper accommodation to international staff & visitors.
Ensures guest phones are managed properly.
Inform all the concerned about the arrival day and launch a briefing schedule.
Coordinates movements of staff (local and international) and related administrative formalities (passports, visas, per diem) with the projects and headquarters.
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).
Prepares welcome package documents for new arrivals.
Prepares per diem for new arrivals and visitors.
Organize briefings and debriefings accordingly by preparing the schedules timely.
Introduce new arrivals (IMS and Visitors) to the team and give guided tour of the premises.
Follows up and facilitates payments of the flight tickets and accommodation.
Organizes local movements, and all travel Management and tracking of mission travel schedule.
Compiles and shares daily updated mission travel schedule to the Country management team and Field admin Team.
Ensures pickup/Drop off for all airport movements.
Shares new arrivals information to the concerned department heads.