Admin Officer in charge of Visa, Work permit &Travel arrangements

Médecins Sans Frontières (also known as Doctors without Borders or MSF) is a private, non-profit, international humanitarian medical organization that intervenes in emergencies and crisis situations to relieve human suffering resulting from unmet medical needs. MSF observes strict neutrality with respect to politics and provides its assistance without discriminating on the basis of race, religion, ideology, or political affiliation. MSF’s members are required to respect humanitarian principles and principles of medical ethics at all times.

Main objectives and responsibilities of the position:Ensure that all travels to/ from/ in the mission country for professional reasons are organized for all MSF staff as well as all travel-related formalities. Make all the practical arrangements to obtain all documents and permits needed to work in or leave from the mission and projects.

 MISSION AND PRINCIPAL ACTIVITIES:

 Movements and travel Management:

·         Fix the days of arrival in and departure from the mission according to the mission needs and priorities, in liaison with the mission, HQ and the concerned employee.

·         Supervise and organised the international travels to and from the mission together with the travel service in HQ.

·         Supervise and organised travels to and from the field with UNHAS and travel Agency.

·         Ensure pickup at the airport

·         Follow up plane tickets validity

·         Fill in and send the End of Mission form of international staff to HQ and organize debriefing

·         Ensures proper accommodation & their good maintenance to international staff & visitors

·         Follow-up and facilitate payment of the flight tickets and accommodation

Admin Formalities:

·         Make all the practical arrangements to obtain all documents and permits needed to work in or leave from the mission and projects.

·         Follow-up the regulations in the country related to work permits, visa, and registration, of employees, update the mission procedures accordingly and make sure HQ is informed.

·         Liaise with ChSA, FMHACA, Ministry of Labour, Immigration and other Government offices in order to obtain work permits for international staff.

·         Follow up the necessary renewal of documentation (visa, WP, residency, …) and keep personnel files up-to-date

·         Facilitates visa procedures for employees leaving the country for training or debriefing.

·         Follow-up the balance of Annual Leave days of international staff & report to the HRCO.

Induction:

·         Ensure the quality of the missions information documents (welcome to, mission information package, …) and provide them to new employees and HQ.

·         Ensure that all newly recruited/arrived employees and visitors receive a briefing agenda, follow-up the quality and impact of the whole.

·         Inform all the concerned about the arrival day and launch a briefing agenda

·         Make the general admin briefing according to the established content for the staff

·         Gives MSF cards and or other identification documents

·         Ensure that all staff administrative files are kept up to date; guarantee their proper filing and the confidentiality of the employees’ personal data.

·         Ensure that MSF complies with security norms all employers have to respect and that MSF employees know and respect the norms they have to follow.

·         Ensure the employees are briefed and informed about obligatory professional security measures

Training:

·         Participates in the practical organisation of training and/or coaching in the mission

·         Record and maintain data on national staff participation on training.

Other:

·         In charge of preparation of MSF employee ID cards

·         Assist the HR department in any other files as per the needs

·         Follow up of MSF postal box

·         Degree in Management, Administration or HR

·         At least two years of relevant work experience in administration and liaison, desirably with MSF or other INGO.

·         Ability to organize and prioritize workload independently, using initiative when appropriate

·         Good command of English and Amharic, both written and spoken

·         Excellent computer skills and detailed oriented

·         Ability to work with minimal supervision

·         Pleasant and polite attitude at all times; ability to reflect the professional standards of MSF-H

·         Interest in and commitment to MSF’s activities, enthusiasm to represent MSF to others.

Place of work:   Addis Ababa, MSF-Holland Coordination Office

Terms of employment:  One year contract with a possibility of extension

 Remuneration and Benefits:

–          Starting gross salary:             11,069 ETB/Month

–          Transportation Allowance: 400 ETB

–          Medical Coverage 100%

Closing date: Oct 31, 2015

Admin Officer in charge of Visa, Work permit &Travel arrangements