Operations Management Officer M/F At Operations Management Officer M/F

Médecins Sans Frontières, an international humanitarian medical association created in 1971, provides medical assistance to populations whose lives are threatened: mainly in the event of armed conflicts, but also epidemics, pandemics, natural disasters or exclusion from care. The French section is present in around thirty countries.

As part of a replacement, we are looking for a:

Operations Management Officer M/F

Assignment

The Operations Department is made up of over a hundred people: an Operations Directorate, 8 operational units in charge of managing missions, and cross-functional units or project teams. The team is mainly based in the Paris office, and 4 of the operational units are decentralized: Tokyo, Nairobi, Dakar, Dubai.

Reporting to the Director of Operations, and working in tandem with the Operations Information Officer, the management attaché assists the management team and the operations department to optimize the management of the activity from a relational, organizational and administrative point of view and is in charge of the specific files entrusted to him/her.

Main responsibilities:

For the Operations Department

• Provide day-to-day assistance to the Director of Operations: manage appointments and the electronic mailbox, draft emails and internal communications, flag priorities and ensure the transmission of important messages, archive sensitive files
• Help maintain the link with managers, members and units of the team
• In support of management, organize discussion times with other teams
• Understand priorities and facilitate management strategies
• Ensure the link with other departments (executive assistants and executive assistants)

For the Operations Department

• Ensure the administrative management of the department: absence and on-call schedules, organization charts, travel, expenses, invoices, etc.
• Support the onboarding of team members: participate in the induction process (briefings, tools, training), organize the integration of colleagues
• Plan annual interviews for the team attached to Management
• Encourage and ensure access to professional training for team members
• Maintain close interactions and a strong link with the teams of the decentralized cells: HR monitoring, regular contacts, visits to Paris
• By delegation, build the department’s operating budget (Management, cells, cross-functional units), participate in steering and monitoring, anticipate budgetary variations
• Follow up on specific files that are entrusted: induction, travel, expert and mobile contracts

With the team managers:

• Track recruitment, organize contract requests, monitor the annual interview campaign
• Monitor specific and sensitive HR files, ensuring compliance with existing HR processes (immigration, reinforcements, coaching, reorganizations, etc.)
• Follow the procedures for signing delegations of powers to field coordinators and the apostille and legalization procedures that follow

Internal communication and organization of key events:

• Distribute set-up information, visit reports, and country handover information
• Circulate information to different interlocutors
• Contribute to the internal newsletter (suggest internal interviews and topics)
• Contribute to the organization of team seminars, committees and budget reviews, coordinators’ week and make information available regarding mission overviews
• Attend strategic meetings: information points, operations meetings, interdisciplinary platforms, CA, thematic meetings
• Prepare for international meetings if they take place in Paris

Crisis cells:

In the event of crisis management and in compliance with confidentiality, provide administrative and logistical support relating to the setting up of crisis units (support for setting up the unit, facilitating the administrative organisation of rotations, support and access to information) and ensure the proper circulation of information within the dedicated set-ups.

Profile sought:

Training:

• Bac +3 or 5 diploma (international relations, HR, political science, law, etc.)

Experience :

• Professional experience required of at least 3 or 5 years
• MSF experience in an association environment desirable
• Experience required in an international structure
• Previous experience within MSF OCP is a plus (headquarters or field)
• Experience desired in budget monitoring, administrative and HR management
• Desirable experience in organizing events or highlights internally
• Experience in information dissemination and internal communication desirable

SKILLS :

• Mastery of classic office tools
• Written and oral communication
• Taking notes
• Complex agenda management

LANGUAGES :

• Fluent French and English: C1 written and spoken, essential

Qualities:

• Sense of discretion and confidentiality
• Great interpersonal, communication and diplomatic skills
• Organizational skills and dynamism
• Adaptability and resistance to stress
• Great autonomy and ability to summarize
• Ability to alert and prioritize

Status :

Full-time permanent contract. Executive position, based in Paris. Possibility of teleworking according to the rules in force at MSF (2 days/week).

Terms :

€47.39K gross annually over 13 months.

22 days of RTT per year. Health insurance 100% covered by Médecins Sans Frontières. Meal vouchers with a face value of €12 (60% covered by Médecins Sans Frontières).

50% coverage of public transport tickets.

Position to be filled : beginning of March 2025