Executive Assistant – Based in Amman At Médecins Sans Frontières

MSF is looking for an: Executive Assistant – Based in Amman

Médecins Sans Frontières (MSF) OCG Office – Amman, Jordan.

Médecins Sans Frontières provides medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. We are an independent, neutral, impartial humanitarian organisation and go where needed most. Our teams of doctors, nurses, logisticians, and other frontline workers are often among the first on the scene to respond to the needs of people whose lives have been upended by a crisis. MSF offers assistance to people based solely on need, irrespective of race, religion, gender, or political affiliation.

At Médecins Sans Frontières, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees.

We encourage applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.

◉ Context:

At the heart of the Department of Operations of the MSF Geneva Operational Center (OCG), the “cells” are made up of a multidisciplinary team of 7 to 8 people (Cell Responsible, Deputy Cell Responsible, Medical Referent, HR Responsible, Logistics Responsible, Finance Responsible, Strategic Communications Advisor, Executive Assistant).

The cells are the direct interface from headquarters to the field. Each member is in charge of a specific component under the supervision (functional link) of a Cell Responsible, with a hierarchical link with the coordinator of the corresponding service.

The Executive Assistant provides operational and administrative support to the cell team with an additional objective of working on at least one Medico-Operational dossier during the period of employment.

The responsibilities of the Executive Assistant are split as follow: 40% of time dedicated to Operational Support, 40% of time dedicated to HR and Administrative Support and 20% dedicated to Medico-Operational Dossiers.

Under the supervision of the Cell Responsible, the Cell Executive Assistant supports the Cell as follows:

◉ Main Responsibilities:

1. Operational Support

• Supports the cell in the organization of meetings (i.e. the weekly cell meeting (Mini Desk), Plan of Action discussions with field teams) including the preparation of agendas, taking minutes and the archiving of meeting documentation.
• Supports the cell in the management of information such as cell archiving, is the focal point for the online platforms such as Kompas and Share Point and manages the key tools for the organization of the cell (i.e. presence, field visit preparation).
• Supports the preparation of key Operational documents and Presentations for either internal or external use.
• Provides support to the Logistics Responsible of the cell: follow up of material to be sent to missions, ordering of maps via the GIS center.
• Provides support to the Finance Responsible to prepare Power of Attorney for mission teams, follow up of contracts and partnership agreements, and the management of information related to audits.
• Provides ad-hoc support to the Directorate of Operations such as management of meetings, minute taking and the coordination of operational and planning documents (portfolio reviews, emergency updates).
• By delegation from the Cell Responsible can be asked to provide operational updates to the headquarters (Point Info). Monitors the news update and different reports on the context of the countries followed by the cell.
• Coordinates the writing and proofreading of reports/proposals for interventions/power point presentations/mapping
• Supports the context monitoring and analysis, organizes the research for a mission specific thematic and produces briefing notes for the cell members
• Centralizes project management tools and supports project leaders in their use
• Contributes to the fluidity of communication and exchange of information between the cell based in Amman, the headquarters and the missions

1. HR and Administrative Support

• Ensures the updating of the international staff tracking table (HR Update) (mission dates, job openings, obtaining documents)
• Follows up with international staff on documents required for their departure (informed consents, proof of life)
• Organizes briefings/debriefings of international staff with the cell members and ensures their briefing on information management
• Consolidates, monitors and updates pre-departure briefing materials for international staff
• Welcome international staff on departure, introduce them to current operations and ensure they have the necessary documents and organizes the arrival and stay in case of physical presence in Amman
• Compiles a table of the cell’s mission positions to be opened, on a weekly basis
• Participates in monthly meetings to open positions and present the cell’s operational news
• Files the job descriptions of international staff as soon as a position is required by the unit’s missions
• Files documents for anticipated returns
• Follows up on other specific HR procedures as needed
• Ensures the translation of documents
• Coordinates the organization of Cell events as needed
• Depending on the profile of the cell assistant, and in agreement with the Cell Responsible, additional tasks can be requested

1. Medico Operational Dossiers

• The Cell Assistant is expected to work on a Medico Operational Dossier during a specific timeframe. The dossier selected should be based on the operational needs of the Cell / Missions
• The topic needs to be selected within the first month of employment and agreed with the Cell Responsible, ensuring that there is a clear deliverable (written report, thesis, . . . ).
• The final deliverable MUST be presented to the Operations Department at the end.

◉ Requirements:

– Education:

• Master’s degree in Social Sciences, Political Science, Humanitarian or Development Studies, or other relevant degree

– Experience:

• Solid experience in office administration as bilingual assistant/secretary

– Professional competences:

• Capacity of analysis and synthesis
• Planning and organization
• Knowledge of key issues of the humanitarian environment
• Excellent writing skills
• Excellent knowledge of the MO environment (PowerPoint, Excel, Word) and GIS cartography

– Languages:

• Fluent English and Arabic (written and spoken)

– Personal qualities:

• Team player
• Ability to coordinate with numerous stakeholders
• Ability to work autonomously and with confidentiality
• Pro-active and solution-oriented
• Flexible and capacity to adapt quickly

◉ Contract:

• Full-time position 100%
• 1-year Jordanian contract
• Working place : Amman
• Ideal start date: March 5th, 2023
• Gross monthly salary: JOD 1,380