HR Manager Field Travel At Doctors Without Borders in Switzerland

Context & Mission

Médecins Sans Frontières is an independent international medical and humanitarian organisation that provides care to people in need, to people affected by natural or man-made disasters and to victims of armed conflict, without discrimination and regardless of race, religion, beliefs or political affiliation (MSF Charter).

The Field Travel HR Manager is responsible for coordinating all operational tasks related to preparation for departure and end of mission. He ensures that the HR administration unit receives the information necessary for establishing the employment contract and insurance declarations in a timely manner and keeps it informed of any changes.

He is the point of contact for the expatriate in relation to operations, the field, the Staff Health Unit, the HR field admin managers, and the pool managers. He has a duty of responsiveness towards these contacts in the face of uncertainties related to people, visas and destination countries.

Main responsibilities

Coordination of field departures

Upon receipt of the accepted mission proposal or the Field Visit Form, the Field Movements Officer:

• Checks the feasibility of the departure taking into account the time required to obtain visas and medical validation, depending on the country of destination, nationality and residence of the employee
• Checks the consistency of the information provided, and corrects it if necessary
• Triggers the mission departure process, namely:
  • Send the mission confirmation to the people concerned
  • Ensures that the employee has or will have a valid medical certificate, and will support him in obtaining the certificate if necessary
  • In cooperation with the Visa Unit, will coordinate visa/work permit applications required for the mission and any briefings/trainings
  • If necessary, coordinates the arrival at the headquarters (Geneva or decentralized office) for briefings
  • Book trips (flights, train, bus, hotels, lounges, etc.) taking into account the Travel Policy and ensuring the best compromise between price/travel duration and number of transits/environmental impact/comfort
  • Analyses the risks associated with different movements (movement likely to involve an airline classified as “orange” or “red” by the Aircraft Cell, significant delays on arrival or departure, etc.); Alerts the people concerned (Cells, etc.); Identify and propose alternative solutions
  • Ensures that the traveler receives all documents and information necessary for the trip.
  • Transmits arrival information to coordination to enable arrival support
  • Organizes and ensures that briefings and debriefings are carried out properly.
  • Maintains the departure/return tracking table to enable the team to respond quickly in the event of replacements/new operational needs.
  • Ensures that the information transmitted to the traveler is up to date (arrival constraints, arrival information, mission documents, etc.)
  • Throughout the departure preparation process, we constantly offer proactive, attentive support, adapted to the configuration of each departure.
  • Addresses all concerns related to travel preparation; facilitates interactions between people traveling and other key stakeholders (HR Cells, HR Admin, SHU, etc.).

End of mission management

• Sends to the field HR administration the information necessary for the closure of the contracts of employees under his responsibility
• Schedule employee debriefing
• Maintains the departure/return tracking table

Consulting, technical expertise and facilitation of operations

• Advises operational teams on the optimal methods of managing movements as part of the deployment of teams in the field.
• Provides technical support and supervision to those responsible for movements within their scope of activity.
• Ensures the proper transmission of critical information on national and international movements between key players at headquarters and in the field (Cells, Missions, SHU, GP, etc.).
• Ensures capitalization, sharing of experience and good practices in the management of movements at all levels.
• Facilitates understanding and consideration of institutional issues (environment, etc.) when organizing travel.
• Informs and advises the employee, coordination and other services on HR policies, procedures and tools related to travel and preparation for departure
• Take turns providing emergency telephone support on weekends and public holidays.

Cross-functional activities

• Checks and validates expenses incurred under his responsibility (flights, visas, hotels)
• Manages the cash under his responsibility and allocated to travel expenses (payment of per diems, visas, etc.) in accordance with applicable accounting procedures; Ensures the availability of sufficient cash.
• Participates in the updating and development of management and steering tools used by the unit and other services
• Participates in capitalizing on the specificities of travel linked to certain nationalities or countries in order to reduce uncertainty as much as possible
• At the request of his manager, may be required to work on projects or fund files related to the unit’s activity.
• Ensures compliance with Data Protection Regulations.

Profile sought

Education

• Required: 2 years of higher education, preferably degree in HR or travel agent

Experience

• At least 2 years of experience required in human resources management and/or travel agency and/or any other significant experience
• Field work experience in humanitarian missions, an asset
• Experience in planning and managing travel, ideally in an international context, including booking flights, hotels, and coordinating visas.
• Experience with travel agencies or in the tourism industry, with an understanding of travel policies and travel logistics best practices.
• Experience in implementing emergency protocols and crisis management.
• Experience working in a multicultural environment, requiring strong cultural sensitivity and the ability to navigate diverse social and professional contexts.

Technical Skills

• Ability to organize trips, understand travel policies, and manage reservations (flights, hotels, visas).
• Understanding of the specific issues of humanitarian work, including the needs of the field in crisis contexts.
• Proficiency in common IT tools and database management systems.
• Understanding of data protection standards and laws and legal requirements in different countries.
• Ability to communicate clearly and effectively orally and in writing, both internally with colleagues and externally with partners.

LANGUAGES

• French: C1
• English: C1
• Other language an asset

Personal qualities

• Maturity: Ability to handle situations seriously and thoughtfully, and to make thoughtful decisions even under pressure.
• Open-mindedness: Flexibility in thinking and approach, openness to different cultures, ideas and working methods.
• Rigor: Attention to detail and precision in the execution of tasks, essential for contract management and regulatory compliance.
• Diplomacy: Ability to handle delicate interactions with tact, especially in a multicultural context and during conflict situations.
• Good stress management: Resistance to stress and the ability to remain calm and focused under pressure, an essential trait for times of crisis or emergency.
• Effective Priority Management: Ability to identify priorities quickly and readjust plans according to operational needs and emergencies.
• Proactivity: Ability to anticipate problems and act without waiting for them to arise, essential to avoid complications in travel management.
• Empathy: Understanding and sensitivity to the experiences of others, particularly important when supporting employees in often stressful or unstable contexts.

Working conditions

• Full-time position 100% (40 hours/week)
• Permanent contract
• Workplace: Geneva
• Start date: 01.10.2024
• Gross annual salary (at 100%): from CHF 86,508 to CHF 99,612 (salary based on equivalent experience and the internal salary scale).
• Paid vacation: 25 days per year, pro rata temporis, plus Swiss public holidays falling during the term of the contract.
• Pension fund: contribution to the pension fund (2nd pillar-BVG) covered 3/4 by MSF and 1/4 by the employee.
• Relocation assistance when moving from another country to Switzerland.