Office Manager At Doctors Without Borders in Switzerland

Context & Mission

Médecins Sans Frontières (MSF) is a non-profit medical humanitarian organization that intervenes in crisis and conflict situations. In accordance with its charter, MSF provides assistance to populations in need, victims of natural or man-made disasters and armed conflicts, without distinction of race, religion or political beliefs.

MSF’s activity is based on humanitarian principles, acting independently and impartially. More than 90 percent of overall funding comes from private, non-governmental sources. MSF is neutral and does not take sides in armed conflicts; providing care only on the basis of need. MSF medical teams often witness violence and neglect in the course of their work, mainly in regions that receive little international attention. MSF may speak out publicly with the aim of drawing attention to a forgotten crisis, alerting the public to obstacles and/or abuses occurring beyond the headlines, criticizing the inadequacies of the humanitarian response or to challenge the diversion of humanitarian aid for political purposes.

Founded in 1971, MSF has grown into a global movement of 26 associations, 24 sections and 6 directorates based in Geneva, Paris, Barcelona, ​​Amsterdam, Abidjan and Brussels, which directly manage MSF’s humanitarian assistance programs.

The Dakar Office brings together MSF operational support teams (cells/desks), technical referents and back-office teams. The position is mandated to lead and manage the Dakar Support Office team (Dakar Support Unit: DSU) on behalf of the 3 OCs present in Dakar and is responsible to the General Directors of OCP, OCBA and OCG . The DSU provides back-office services such as administration, local human resources, building maintenance, logistics, information system support, to facilitate the work of all MSF teams present in Dakar.

Main responsibilities

The Head of Office (HoO):

• Is responsible for managing the Dakar office which hosts several MSF sections.
• Leads and manages the Dakar Support Unit team.
• Leads and coordinates the implementation of the Dakar strategic plan and contributes to the development of the Dakar Office.
• Agrees and collaborates with Program Managers and members of units/desks to adapt and ensure the continued relevance of the strategy, activities and resources of the Dakar Office.
• The HoO does not make decisions within the operational line of the OCs present in Dakar.
• Coordinates with other sections (in Senegal and in the region) to explore possibilities for pooling and developing synergies.
• Is responsible for external and internal representation, the overall functioning of the regional entity, and leadership of the team by ensuring adherence to MSF values ​​and ethical standards.

Strategy, planning and resource management

The Office Manager is responsible for seeking synergies and ensuring that all resources necessary for the operation of the office and teams are in place, in particular by organizing optimal and secure working conditions, to ensure that working relationships internal and external are fluid, organized, documented and structured, and that resources and funds are planned, used and anticipated appropriately:

• Lead and support the development of a coherent medium and long-term strategic vision for the Dakar office, reporting on a quarterly basis to the Dakar Steering Committee.
• Ensure that the priorities of the Dakar office are aligned with the Dakar Strategic Plan.
• Lead and plan the processes related to the planning and annual reporting cycle in close collaboration with the functional units present in Dakar and their respective headquarters.
• Develop, plan and manage resource requirements and budgets associated with the Dakar Support Unit (DSU).
• Coordinate activities and establish responsibilities and procedures to achieve objectives.
• Ensure the functioning of the Dakar Support Unit (DSU) by ensuring smooth management of the office and facilities for all.
• Make decisions within the framework of the position and in agreement with the direction of the Steering Committee.
• Develop and structure the administrative part of the internal work organization, in particular the partnership agreements of the 6 Operational Entities.
• Effectively recruit, manage, lead and evaluate personnel in accordance with established organizational policies, organizational culture and effective contribution to the achievement of objectives.
• Ensure high-level financial accountability and transparency.
• Ensure that the office complies with its legal and fiscal obligations and define the best legal and administrative framework to support the development of its activities.
• Lead and support the development of a coherent medium and long-term strategic vision for regional initiatives, jointly with the Dakar Steering Committee.

Networking, representation and communication

The Office Manager is responsible for ensuring that internal and external working relationships are fluid, organized, documented and structured:

• Actively coordinate and facilitate networking between MSF teams and relevant civil society networks in Senegal in ways that contribute significantly to MSF’s work in the region.
• Represent MSF before the Senegalese authorities on all matters related to registration, immigration, foreign affairs and employment.
• Develop and maintain relationships with international organizations and academic and medical communities to promote MSF’s work and reputation.
• Actively defend MSF’s positions and interests; promote MSF to broad audiences and specific audiences through information and awareness events, thereby broadening the support base.
• Maintain and expand a network of regional analysts to (a) obtain a perspective from outside MSF on contextual development and (b) be prepared to engage ad-hoc expertise for work requested by the mission.
• Support the identification of potential collaboration opportunities with external partners.

Staff development

• Lead, in collaboration with the Training and Development (L&D) department, the development of various learning and experience sharing events.
• Contribute to the development and implementation of a medium/long term strategy for the cross-sector HR unit in Dakar.
• Strengthen the network of contacts with relevant higher education institutions, professional associations and other relevant stakeholders in the region.
• Participate as requested in special events related to the Human Resources Unit.

Administrative Support

• Provide administrative support to operational cells and units such as hosting, administration, domestic human resources and general services.
• At the request of operational units, the Office Manager can represent MSF and operational programs within pre-identified platforms at the Dakar level such as NGOs, donors or specific thematic working groups.

Security management

• Responsible for security management for the Dakar Office.
• Is the final decision maker regarding the personal security and safety of Dakar office staff.

Intersectional dynamics

• Represent the Dakar Office in cross-sector discussions and Hub meetings on the evolution of the office and opportunities for cross-sector collaboration.
• Maintain and strengthen links with other MSF sections and offices in the region.
• Develop a reception policy in collaboration with the OCs for the transfer of positions to Dakar.
• Support all efforts to ensure that the different teams and individuals from different sections are aligned, coordinated and that an adequate working environment is maintained.
• Continue and expand areas of joint work with other sections in Dakar and the region.

Required profile

Education

• Higher education degree in a relevant field or combination of training and experience required; specialized studies in leadership, management, organizational development, international relations or equivalent training and experience are preferred.

Experience

• At least six years of experience within MSF in management and operational positions;
• Proven experience managing diverse teams in person and remotely
• Proven experience in financial management, including budgeting and tax auditing, and ability to manage a complex bureaucracy.

Desired requirements

• Good understanding of the West and Central African context, culture and market.
• Operational and professional experience in West and Central Africa is an asset.

Technical skills

• Strategic, critical and analytical thinking
• Excellent planning skills
• Proven leadership ability to motivate and direct efforts towards a common vision.
• Strong decision-making ability
• Strong public relations skills and ability to engage with a wide range of stakeholders and cultures.
• Ability to manage diverse and multidisciplinary teams

LANGUAGES

• Fluency in oral and written French and English

Personal qualities

• Talented communicator with excellent presentation, negotiation and networking skills.
• Ability to motivate, supervise, manage and develop high-performance teams
• Excellent interpersonal skills; ability to create and maintain networks of key contacts within and outside the humanitarian sector.

Working conditions

• 100% full-time position
• Mandated position for 3 years, renewable once.
• Work location: Dakar, Senegal
• Date of starting position: 01.09.2024
• Gross monthly salary (including base salary and additional salary): 2,492,389 XOF
• Course valuation bonus: between 0 and 1,068,167 XOF (depending on experience)
• Flexible envelope: 712 111 XOF
• Travel allowance (net amount): 1,068,167 XOF
• Transport bonus (net amount): 26,000 FCFA
• Supplementary health insurance
• Insurance in the event of death or disability
• Contribution to a supplementary pension
• Installation package for residents outside Senegal