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Interim International Travel & Administration Associate

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Interim International Travel & Administration Associate

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Date: Jul 18, 2023

Location: New York City, NY, US, 10006

Organization: Doctors Without Borders | Médecins Sans Frontières

About MSF-USA | Doctors Without Borders

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization providing medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries. We were formed in France in 1971 as an association by a group of doctors and journalists to go to emergency situations and to treat patients with dignity while bearing witness independently of geopolitical boundaries. MSF is now a global movement of more than 25 MSF organizations, working in over 70 countries. We cooperate as an international, independent, medical humanitarian association that offers medical assistance to populations in distress, victims of natural or manmade disasters, and civilian victims of armed conflict, without discrimination and irrespective of race, religion, age, gender/sex, national or ethnic origin, color, disability, sexual orientation, genetic information, or political affiliation and provides assistance to the population in distress and intervenes worldwide. MSF staff also “bear witness” by speaking out about our work and what is experienced on the ground, not only to draw the world’s attention to crises, but to stand in solidarity with our patients and colleagues who are experiencing these emergencies firsthand.

We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s social mission.

About the Department

MSF USA International Human Resources Department (IHR) is responsible for recruitment, selection, placement, and retainment of diverse and qualified International Mobile Staff (IMS) to meet the changing needs of MSF international operations. The IHR Vision statement is to “ Accelerate the movement's shift towards a culture of belonging and building a diverse and inclusive workforce and workplace; being accountable to providing patient-center care”.

About the Project

ROLE OVERVIEW

The Interim International Travel & Administration Associate is responsible for directly managing and conducting administrative functions to support the departure and return of International Mobile staff (IMS) seconded to the assigned Operational Centers (OCs).

Core Responsibilities

Placement Administration Management (85%)

Serves as the liaison between assigned Operational Centers (OCs), and departing or returning IMS with pre-departure information, departure planning, and to determine appropriate travel arrangements, including finalizing departure dates based on discussion with HRO and visa procurement timeframes.

Coordinates with IMS on visa preparation, work permit documentation, travel expectations, understanding of the travel policy, outstanding expenses, and completion of the required pre-departure and return documents.

Updates pertinent information in the HRIS database and filing documents in SharePoint in compliance with data protection laws.

Negotiates with embassies, consulates, and missions to facilitate the visa/work permit process, as necessary.

Coordinates with the respective OC and/or HRO for any potential delays, issues, and flags cases for further review.

Organizes briefings/debriefings of departing/returned IMS with relevant stakeholders (e.g., OCs, members of FHR, Comms, Association, HRT, Executive), maintaining the tracker sheet for department follow up. This includes conducting pre-departure briefing to ensure IMS have all the documents and necessary information for successful travel.

Participates in the cross-admin processes by proposing start and end dates of field assignments to the respective HRO, collaborating with the OC to get the work orders/end of mission files, and updating the HRIS database and SharePoint files.

Provides support for the office staff going to field visits, such as visa process information and support, personal document collection (e.g., medical documents, proof of life, personal data, and the necessary vaccinations). Liaises with office travel manager and the relevant Operational Center to confirm coordination of travel.

Department Administrative Functions (10%)

Reviews, codes, and submits general departmental invoices (travel, lodging, visas, vaccinations) for processing by Finance.
Enters and codes monthly travel related expenses into Expense Watch.
Assists International Mobile Staff to submit expense reimbursement forms, verifies when requested.

Interdepartmental Planning and Coordination (5%)

Attends regularly scheduled staff meetings and participates in information sharing across all departments, to stay informed on relevant MSF topics to be able to contribute to the organization’s ongoing development.
Contributes to creation of departmental Annual Plan, and in collaboration with the International Travel & Administration Manager, participates in strategic initiatives as designated in the Annual Plan when applicable

Who You Are

Technical Competencies

Works with minimal supervision and provides technical guidance when required to others on the departure and return processes and systems required to ensure successful deployment on assignment for international mobile staff.
Demonstrates outstanding time management and organizational skills.
Possesses excellent communication skills.
Possesses strong computer literacy skills, including ability to work in complex HRIS and Office 365 apps and products.
Demonstrated ability to handle a large volumes of work in a fast pace and high-pressure environment.
Holds exceptional attention to detail with ability to track multiple projects at one time.
Applies comprehensive knowledge to act independently while providing guidance and training to others.

SUPERVISORY RESPONSIBILITY

The position holds no supervisory responsibility for direct reports

Desired Qualifications & Experience

At a minimum the Job Holder should possess:

BS/BA or equivalent required
At least 2+ years of relevant experience in travel administration services, customer relations services, logistics management, or HR administration

Preferred/ Extra Credit:

Experience working for MSF/Doctors Without Borders or other NGO
Fluency in French
Experience working with HRIS or people management databases

TRAVEL REQUIREMENTS:

Must be willing to travel for work as needed

Expected to work in a hybrid work environment with the ability to come into either the NYC office or regional hub (Washington, DC or Bay Area, California) a minimum of 2 times a week.

We offer a generous comprehensive benefits package inclusive of Wellness initiatives to support a healthy work life balance

No phone calls or emails please. Only shortlisted candidates will be contacted

Please note that neither relocation assistance nor visa sponsorship will be offered for this position

Our staff works a hybrid schedule of two days a week in the office, three days remote in either the NYC office or regional hub (Washington, DC or Bay Area, California). The required days are Tuesdays and Wednesdays from January to June and September to December.

Summer months of July and August are fully remote. In office work attendance during July and August is optional.

Application Deadline: Open Until Filled

Your Safety Matters: Vaccination and booster against COVID-19 is a requirement at MSF - USA.

Equal Employment Opportunity and Non-Discrimination

MSF-USA is committed to building a diverse, unbiased, and inclusive workforce. MSF- USA is an equal opportunity employer; we recruit, hire, train, promote, develop, and provide other conditions of employment without regard to a person’s gender identity or expression, sexual orientation, race, religion, age, national origin, disability, marital status, pregnancy status, veteran status, genetic information, or any other differences consistent with applicable laws. This includes providing reasonable accommodation for disabilities, or religious beliefs and practices. Members of communities historically underrepresented in the Humanitarian Aid sector are encouraged to apply.

If you have a disability of some kind and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources by emailing us: employment.msfusa@newyork.msf.org.

Reasonable accommodation requests are considered on a case-by-case basis.

Type

Pay Class & Contract Type

Temporary FT Salaried Exempt

Compensation

Starting salary $68,705.00 (commensurate with experience)

Working Time (Hours Per Week)

Nearest Major Market: Manhattan
Nearest Secondary Market: New York City

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