OBJECTIVE OF THE POSITION

To contribute to the smooth administrative, logistical, and organisational functioning of the IOHRC’s portfolio and the Humanitarian Representation Team (HRT), ensuring efficient support.

PLACE IN THE ORGANISATION

The Administrative Assistant reports directly to the International Operations and Humanitarian Representation Coordinator (IOHRC).

KEY RESPONSIBILITIES

Administrative Support to the IOHRC: Ensure the effective administrative coordination and information management of the IOHRC’s portfolio by serving as the primary point of contact, overseeing communications (including email monitoring), managing the IOHRC’s calendar and meeting agendas, and organizing internal communication channels for the IOHRC and HRT to facilitate smooth operational functioning.

Logistical and Organisational Coordination for the IOHRC

Financial and General Administrative Support

Administrative Support for the HRT Information and Knowledge Management (IKM): Support the management of the HRT digital workspace (SharePoint, Teams, etc.), contribute to maintaining structured and accessible filing systems, ensure the accuracy and quality of the HRT Engagement Tracker database through review and follow-up, and provide administrative support for the organization of HRT Secretariat and Network meetings, including regular and ad-hoc sessions.

Job Requirements

Experience

Proven experience as an Administrative Assistant or in a similar role.

Experience within an international organisation, MSF and/or NGO or complex multicultural environment is highly desirable.

Experience supporting senior leadership.

Skills and Competencies

Excellent organisational and prioritisation skills.

Strong ability to manage multiple tasks simultaneously in a dynamic environment.

Excellent written and verbal communication skills in English.

Proficiency on use of AI tools and in Microsoft Office Suite (Teams, SharePoint, Word, Excel, PowerPoint).

Capacity to quickly learn and become efficient in other Microsoft 365 apps (i.e. Lists, OneNote, Forms, Bookings) or integrated in Microsoft 365 (i.e. Asana).

Ability to work both independently and collaboratively in a multicultural setting.

High level of discretion and ability to handle sensitive information.

Proactive mindset with strong anticipation skills.

Personal Attributes

Flexible, rigorous and detail-oriented.

Comfortable operating in a strategic and politically sensitive environment.

Strong interpersonal skills and diplomacy.

Commitment to MSF’s mission and principles.

• Ensure the effective administrative coordination and information management of the IOHRC’s portfolio by serving as the primary point of contact, overseeing communications (including email monitoring), managing the IOHRC’s calendar and meeting agendas, and organizing internal communication channels for the IOHRC and HRT to facilitate smooth operational functioning.
• Logistical and Organisational Coordination for the IOHRC
• Financial and General Administrative Support
• Support the management of the HRT digital workspace (SharePoint, Teams, etc.), contribute to maintaining structured and accessible filing systems, ensure the accuracy and quality of the HRT Engagement Tracker database through review and follow-up, and provide administrative support for the organization of HRT Secretariat and Network meetings, including regular and ad-hoc sessions.

• Excellent organisational and prioritisation skills.
• Strong ability to manage multiple tasks simultaneously in a dynamic environment.
• Excellent written and verbal communication skills in English.
• Proficiency on use of AI tools and in Microsoft Office Suite (Teams, SharePoint, Word, Excel, PowerPoint).
• Capacity to quickly learn and become efficient in other Microsoft 365 apps (i.e. Lists, OneNote, Forms, Bookings) or integrated in Microsoft 365 (i.e. Asana).
• Ability to work both independently and collaboratively in a multicultural setting.
• High level of discretion and ability to handle sensitive information.
• Proactive mindset with strong anticipation skills.

• Proven experience as an Administrative Assistant or in a similar role.
• Experience within an international organisation, MSF and/or NGO or complex multicultural environment is highly desirable.
• Experience supporting senior leadership.
• Flexible, rigorous and detail-oriented.
• Comfortable operating in a strategic and politically sensitive environment.
• Strong interpersonal skills and diplomacy.
• Commitment to MSF’s mission and principles.