Médecins Sans Frontières, an international humanitarian medical association founded in 1971, provides medical assistance to populations whose lives are threatened: primarily in cases of armed conflict, but also epidemics, pandemics, natural disasters, or even exclusion from healthcare.
The Mission Travel Manager is responsible for organizing and managing business travel within their area. They are the focal point for “mission travel” for the teams involved and the operational teams at headquarters and in the field.
Main activities
Under the hierarchical responsibility of the Business Travel Coordinator:
Reception, orientation and management of formalities essential to the proper preparation of trips
- Check and confirm the feasibility of movements (departures, returns, transits) by ensuring that the status of the person concerned (medical, administrative, etc.) allows travel to be considered under the desired conditions.
- Organize and ensure the proper execution of briefings and debriefings.
- Organize medical appointments according to the procedures in place (Pasteur, etc.).
- Ensure the availability, validity and conformity of travel documents.
- Ensure that people in a travel situation receive the required practical information in advance (travel plans, administrative and medical prerequisites, essential documents, etc.) before confirmation of the trip.
- Respond to all concerns related to travel preparation; Facilitate interactions between people traveling and other key stakeholders (HR Units, HR Admin, SHU, etc.).
- Ensure that essential formalities are effectively completed (medical appointments, etc.); Alert the relevant stakeholders (Cells, SHU, etc.) in the event of any shortcomings that could compromise the organization of the trip.
- Continuously offer proactive, attentive support adapted to the configuration of each trip (people welcomed in Paris, people with limited experience in MSF trips, etc.).
Administrative, logistical and financial management of travel
- Manage the procedures for obtaining documents and other authorizations necessary for travel (visas, work permits, passes, etc.) for OCP, and where applicable for other operational centers.
- Establish departure sheets and define travel plans for people deployed within its scope of activity.
- Keep yourself constantly informed of the rules, obligations and specific conditions of travel within your area of activity.
- Analyze 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.); Alert the people concerned (Cells, etc.); Identify and propose alternative solutions
- Ensure 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.)
- Represent the association in contacts with external partners (embassies, consulates, airlines, travel agencies, hosts, taxis, etc.); Ensure that interactions take place in accordance with the interests and ethical values of MSF.
- Manage the cash allocated to travel expenses (payment of per diems, visas, etc.) in accordance with applicable accounting procedures; Ensure the availability of sufficient cash; Manage the department’s safe by delegation from the Department Coordinator.
Advice, technical expertise and facilitation of operations
- Advise operational teams on the optimal methods of managing movements within the framework of the deployment of teams in the field.
- Provide technical support and supervision to those responsible for movements within their area of activity.
- Ensure 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.).
- Occasionally occupy transit Admin or liaison officer positions in the field; Carry out evaluation or support visits when necessary
- Ensure capitalization, sharing of experience and good practices in the management of movements at all levels.
- Facilitate understanding and consideration of institutional issues (environment, QVT, etc.) in the organization of travel.
Cross-functional activities and contribution to service management
- Actively participate and be a driving force in cross-functional projects/work carried out or supported by the department.
- Participate in the monitoring and evaluation of the department’s activities; contribute to the production of activity reports.
- Maintain analysis and activity management dashboards.
- Contribute to the development and improvement of department processes and tools.
- Share information and knowledge, develop the ability to work with other services or departments.
- Ensure business continuity within its scope and across the department; Participate in managing on-call periods in accordance with the rules in force and the organization of the department.
Desired profile
Experience
- A minimum of a Bac+3 diploma and/or experience in a similar position in a comparable configuration or field experience in an administrator position are required.
LANGUAGES
- French and English C1
- An additional language is an asset
SKILLS
- Proficiency in the Office suite.
- Knowledge of travel management tools
Aptitudes
- Rigor
- Organisation
- Versatility
- Analytical capacity
- Good interpersonal skills
- Managing priorities and working in emergency situations
- Good stress management
- Confidentiality
- Sense of service
- Teamwork
Job specifics
Status: 8-month full-time fixed-term contract. Executive-level position, based in Paris. Teleworking according to MSF regulations (2 days/week).
Conditions: €44.1K gross annual salary over 13 months. 22 days of RTT per year. Supplementary health insurance covered 100% 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: end of November 2025
How to apply
Please send your application (CV + cover letter) to the following address: Mission Travel Manager (M/F) – Cell 2 (E-cell) | Doctors Without Borders