General objectives of the function:
Give support to external administrative work and to the coordination team in obtaining working/travel permits, as well as all official contacts, procedures and importation of goods, according to local and international laws and MSF procedures, in order to ensure the smooth running of MSF activities.
Key responsibilities include:
- Together with the HR Co, ensure that all MSF staff has applied and obtained on time any visa, stay, travel or working permits in the mission country according to needs, and keep information on legal, administrative procedures
- Maintain the support travel service in HQ informed about ongoing processes, specific situations or changes in the procedures related to visas, working permits, etc.
- Networking & representation with Ministry, Foreign office, Embassy & Passport office for visa and work permit
- Provides administration support to HR department in execution and of daily administration activities.
- Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the mission.
- Arrange meetings related to administrative issues for the Head of Mission or the HRCO as well as attend them.
- Keep a complete and updated detailed list of all useful contacts in the Country/Mission with names, telephones, addresses and other relevant details.
- Ensure, together with the MCT members that all MSF activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative, visa or customs related issues and inform about any possible risks or problems.
- Keep all documentation and files updated, properly filed and easily accessible for the internal users.
- Support in HR Admin accountabilities in recruitment process, file management, and registration of employees to Social security & Tax office & related payments.
Knowledge and Skills
English and Urdu languages (Essential)
Essential computer literacy (word, excel and Outlook)
Administrative Functions, National And International Travel Management, Visa Management, Consultative Approach, Communication Skills,