Job Description

As part of a replacement, we are looking for one F/H Officer, Directorate of Operations

Mission

The Department of Operations is composed of more than 100 staff: one Directorate of Operations, eight operational units to manage missions, and cross-cutting units or project teams. The team is mainly based in the Paris office, and four of the operational units are decentralized: Tokyo, Nairobi, Dakar, Dubai.

Under the hierarchical responsibility of the Director of Operations, and in combination with the Operations Information Officer, the senior management officer assists the management team and the operations department in optimizing the management of the activity from a relational, organizational and administrative point of view and is responsible for the specific files entrusted to it.

Main responsibilities:

For the Directorate of Operations

• Ensure the current assistance of the Director of Operations: managing appointments and the electronic mailbox, drafting internal communications and hauling priorities and ensuring the transmission of important messages, archiving sensitive files
• Contribute to maintaining the link with managers, members and team units
• In support of management, organize the time for discussions with the other teams
• Understanding priorities and facilitating the management’s strategies
• Linking to other departments (headquarters and senior management assistants)

For the Department of Peacekeeping Operations

• To ensure the administrative management of the department: planning of absences and periodic penalty payments, organizational charts, travels, fees, invoices, etc.
• Accompanying onboarding of team people: participating in the induction process (briefings, tools, training), organising the integration of colleagues
• Plan the annual interviews of the management team
• Encourage and ensure access to vocational training for team members
• Maintaining close interaction and a strong link with the teams of decentralized cells: HR follow-up, regular contacts, coming to Paris
• By delegation, build the department’s operating budget (Directorate, cells, cross-sectoral units), participate in piloting and monitoring, anticipate budgetary variations
• Follow the specific files entrusted: induction, travel, expert and mobile contracts

With the team’s managers:

• Monitor recruitment, organize contract applications, monitor the annual interview campaign
• Monitor specific and sensitive HR cases by ensuring compliance with the HR processes in place (immigrations, reinforcements, coaching, reorganizations, etc.)
• Follow the procedures for signing delegations of powers to land coordinators and subsequent apostille and legalisation procedures

Internal communication and organization of highlights:

• Distribute information on set-ups, visit reports, and country procurement information
• Circulate information from different interlocutors
• Contribute to the internal newsletter (pronounced internal interviews and topics)
• Contribute to the organisation of team seminars, committees and budget revisions, coordinators’ week and make available information on the scheduling of missions
• To attend the strategic meetings: information items, operations meetings, interdisciplinary platforms, CA, thematic meetings
• Preparing international meetings if held in Paris

Crisis cells:

In the event of crisis management and in respect of confidentiality, provide administrative and logistical support for the assembly of crisis cells (support at the assembly of the cell, facilitate the administrative organisation of rotations, support and access to information) and ensure the proper circulation of information internally of dedicated set-ups.

Professional skills

Training:

– Baccalaureate No. 3 or 5 (international relations, HR, political science, law, etc.)

Experience:

Required professional experience of at least 3 or 5 years

– MSF experience desirable in associations

– Experience required in a structure with an international dimension

A previous experience at MSF OCP is a plus (headquarters or field)

– Desired experience in budget monitoring, administrative and HR management

Desirable experience in organising events or times internally

– Desirable experience in the dissemination of information and internal communication

Competences:

– Mastery of conventional office tools

– Written and oral communication

– Taking notes

Management of complex agendas

Languages:

Current French and English: C1 written and spoken, essential

Qualifications required

• Feeling discretion and confidentiality
• High respects and communication and diplomacy
• Organizational skills and dynamism
• Adaptability and resistance to stress
• Great autonomy and a spirit of synthesis
• Ability to alert and prioritize

Position specifications

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

Post to be filled: early March 2025

Type of contract

ILC

Salary (-)

Annual gross 47.39 K over 13 months.

Benefits

• Tickets Restaurant facial value 12 – 60% supported by MSF
• Mutual 100%
• Transport costs of 50%
• 22 days of RTT per year

Deadline for submission of applications

25 February 2025

MSF is committed to the protection of the personal data of its members, its employees and persons wishing to join the association. The data collected during this application will be strictly transmitted, for fair and high-quality treatment, to persons involved in the recruitment process, irrespective of where the MSF structure to which they belong is located. For more information on how your data and rights are processed