Executive Assistant (Re-Opening) At Médecins Sans Frontières

Médecins Sans Frontières, founded in 1971, is an international medical humanitarian organization that provides emergency medical assistance to people affected by conflict, epidemics, disasters or exclusion from health care. Our teams are made up of tens of thousands of medical professionals, logistics, administrative and various other professions, all guided by our medical ethics and our principles of impartiality, independence and neutrality.

MSF WaCA, created in 2019, is the first MSF headquarters in Africa, and responds to the desire to reinvent the MSF movement after 50 years of humanitarian actions in the world, for more access to care, more reactivity and proactivity for greater medical coverage of affected populations in the world.

Why join us?

You are preparing to become a member of the MSF family, with over 50 years of emergency medical action that earned the Nobel Peace Prize in 1999.

We are an inclusive organization that considers social and professional well-being a right for all and provides an environment that takes into account the diversity of each member.

MSF WaCA claims an African anchorage that considers the local expertise with which it contributes in the implementation of its activities and makes each member, a key actor of the new dynamics of the humanitarian action in the world.

We Are Looking for: EXECUTIVE ASSISTANT

Department: General Direction

Direct Manager: General Director

Functional Manager: General Director

Working %: 100%

Position Based in: Abidjan, HQ

Mobility: All WaCA’s Interventions Zones

Type of Contract: Fixed-Term Renewable

Position to be filled: As Soon As Possible

Objectives

Ensure efficient management of the General Director (DG)’s activity planning, allowing him to fully focus on his responsibilities. This mission encompasses comprehensive support in time management, including activity scheduling, organizing meetings and other encounters, implementing tracking tools, as well as facilitating communication with various stakeholders. Additionally, responsible for organizing and coordinating activities and meetings of the Management Committee (CoDir).

Main responsibilities

Management of the DG’s organizational portfolio

• Act as the point of contact between the GD and other organization members and external partners. This includes managing correspondence and communications.
• Help maximize the efficiency of the DG’s time and resources by organizing their schedule to align with strategic priorities.

Management of the CoDir’s organizational portfolio

• Creation, management, and iteration of detailed plans for various CoDir collaborative initiatives
• Ensure tracking of CoDir’s priorities and projects
• Facilitate and monitor the CoDir’s decision registry for MSF WaCA
• Annual and monthly planning of CoDir meetings
• Organization of the annual schedule and Mid-Year Review
• Support, as needed, in coordinating activities and projects related to decisions made by the CoDir
• Support the CoDir in managing organizational risks for MSF WaCA

Strategic Advisory

• Contribute to the reflection aimed at ensuring the achievement of MSF WaCA’s medical and operational objectives to provide high-quality medical care in various and complex environments. This responsibility involves a deep understanding of the organization’s medical and operational challenges.
• Contribute to monitoring the alignment of institutional objectives and MSF WaCA priorities in activity planning and the decision-making process of the DG/CoDir.
• Provide relevant information and data to assist the DG in making informed decisions. This may involve data collection, research, and report preparation.
• Contribute to coordinating specific projects or strategic initiatives, ensuring that deadlines are met, and objectives are achieved.

Organizational Information Management

• Securely manage confidential information and sensitive data of the organization, ensuring protection against unauthorized access.
• Manage the retention and quality of CoDir information on the organizational repository (SharePoint), including capitalizing, storing, and sharing information.

Communication Management

• Coordinate the dissemination of important information from the executive leadership to headquarters staff and all MSF WaCA personnel.
• Facilitate communication within the CoDir and any other information that needs to be shared with personnel.
• Facilitate the flow of information to various MSF WaCA stakeholders, including the Board of Directors, associated members of WaCA, international platforms of the MSF movement such as the Executive Committee (ExCom), the International Operations and Development Network (RIOD), the International Department of Human Resources (IDRH), etc., as well as external platforms.

Meetings and Events

• Organize and lead all CoDir-related meetings and events.
• In collaboration with the administration team, plan general staff meetings at headquarters and prepare the agenda and order of the day.
• Organize and coordinate meetings between the DG/CoDir and institutional visitors, as well as “meet and greet” sessions with the entire organization’s staff.

Job requirements

Education

• Minimum Bachelor’s degree in Business Law, Information Management, Business Administration, or another relevant field.
• Project management training is a plus.

Competencies

• Excellent writing and communication skills.
• Strong organizational abilities.
• Analytical and synthesis skills.
• Independence and proactivity.
• Rigor, discretion, responsiveness, and agility.
• Ability to work in a multicultural environment.
• Ability to work under pressure and meet deadlines.
• Quick integration of various issues and strong analytical skills.

Professional experience required

• Minimum of 5 years of experience in a similar position within an organization as part of an international association or group (with a minimum of 100 employees and a board of directors) is required.
• Field profiles such as project coordinator or Head of Mission support are also considered.
• Previous experience with MSF (headquarters or field) or knowledge of MSF, ts internal operations, and major governance bodies is highly appreciated.

Languages Skills

• Proficiency in French and English, both spoken and written, is essential.

Computer Skills

• Proficiency in the Microsoft Office suite.

• Management of social networks.
• Use of SharePoint, proficiency with project tracking tools, calendar management, database management, online communication skills, basic cybersecurity awareness, adaptability to new technologies, and digital organization skills.

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MSF offers equal recruitment and development opportunities without any form of discrimination based on gender, religion, sexual orientation, ethnicity, geographical origin, physical disability or any other discriminatory ground.

Female candidates who meet the requirements are strongly encouraged to apply.

N.B.: This job description provides a framework for the main responsibilities and primary activities of the position. It is not exhaustive. Therefore, the responsibilities and activities of the position may differ from those described in this job description due to organizational and operational needs.

Deadline: 17th March 2024 18:00 GMT
Only shortlisted candidates will be contacted.