MSF Academy Management Team Assistant M/W/X

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 60 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

CONTEXT

The MSF Academy for Healthcare is an initiative that has been created with the aim to increase the quality of healthcare provided by our staff to the patients we assist in the missions. The Academy has a growing portfolio of projects addressing specific learning objectives of different categories of healthcare staff in MSF. All these projects are chosen in line with overall MSF operational and medical priorities. For more info on the MSF Academy, please check our website: https://www.msf-azg.be/fr/job/msf-academy-management-team-assistant

RESPONSIBILITIES

Under the supervision of the Administrative Responsible and in close collaboration with the Deputy Director:

General administrative support to the core team:

• Organization and follow-up of outsourcing the services needed for the courses development (content & eLearning): translations, proofreading, graphism, subject experts and more generally, consultancies
• Editing, proofreading and formatting of documents, PowerPoints, eLearning content
• Support the organization of the practical aspects of the HR entries and exits: prepare briefing and debriefing schedules, ICT set-up and updates of follow-up files and organograms
• Support the planning and organization of meetings, workshops and trainings as required (internal and external partners), minutes taking, agenda planning
• Provide support in accounting tasks for the programme
• Overall support or work on specific files, as per the needs of the small core team

Data and Information management

• Assist in ensuring an efficient management of the information and documentation of the MSF Academy: proactively contribute to the organisational memory by coherently ensuring electronic information and paper documents, including SharePoint libraries
• Update and maintain the MSF Academy databases (media, contact lists, archives, nursing resources) and mapping of stakeholders;
• Ensure data entry coherence for the learners’ database for all programmes, which includes data entry for some of the initiatives, for monitoring and evaluation purposes
• Assist in the systematized Monitoring activities of the MSF Academy overall and initiatives individually
• Active support in the development and updates of the MSF Academy’s website, projects reporting, editing, archiving, mainly for the nursing and eLearning components

Logistical and technical support:

• Logistical and technical support and ICT set-up: formatting the tablets destined to the learners on the field, and eLearning materials, oversee the shipping with the Transmissions desk
• First level help-desk for the Global and Field Teams for the MSF Academy set-up (SharePoint, OneDrive, ICT set-up, TEMBO)
• Follow-up and tracking of orders for field and HQ, ensure supply procedures compliance
• Inventories and stock management of all MSF Academy materials, (Global Team and field)

We are looking for a flexible and enthusiastic candidate, inspired by MSF social mission, and with strong interest in learning and capacity-building, eager to contribute actively to MSF social’s mission and the MSF Academy’s development.

Required qualifications and experiences

• Higher Education Degree in a relevant field, social sciences, international relations, development studies, law or other relevant field
• Excellent command of French and English, both written and spoken
• Excellent IT skills, strong knowledge of MS Office (Outlook, Teams, OneDrive, SharePoint, Word, Excel, ...) and Android (tablets)
• Minimum of 1 year work experience in a similar position (office organisation and administration in a fast-paced environment)

Personal characteristics/Interpersonal skills

• Strong organizational, planning and administrative/logistical skills, accuracy, and attention to detail
• Polyvalent, driven and able to work autonomously, and confidence to ask questions in a fast-paced work environment.
• Team-player, hands-on and flexible, invested in reaching the end goals of the MSF Academy
• Empathic problem solver, creative
• Strong excellent verbal and written communication, copy-editing, reporting and proofreading skills
• Excellent interpersonal and communication skills

What can be a plus

• Experience and knowledge of MSF or any international NGO is a plus

• Expected starting date: October 2021
• Contract type: open-ended contract (CDI), full-time
• Location: based in Brussels HQ
• Salary according to MSF-OCB HQ grid - Hospital Insurance (DKV) - Pension Plan - 100% reimbursement for public transportation costs
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments