Main Purpose
- 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, to ensure the smooth running of MSF activities.
Accountabilities
- 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..
- Know all the procedures that MSF needs to follow in order to import goods from any country and assist the mission in following these procedures, in cooperation with the LogCo and the logistic department of the mission.
- Follow up clearances of MSF cargos and informs about any possible planned or extraordinary needs.
- 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 or customs related issues and inform about any possible risks or problems.
- Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.
- Keep all documentation and files updated, properly filed and easily accessible for the internal users.
Context Specific
- Ensuring the movement overview is updated daily.
- Being responsible for stamp extensions, Work permit and Resident Permit once approval from budget and planning has been received.
- Keeping up to date in changes in immigration policy – and report to Admin Transit
- Being responsible of keeping the Expat folder (hard copy) up to date
- Sending packages and parcels (DHL, cargo)
- Updating expat organization chart
- Being responsible that all International Staff receives their monthly per diem (+ SoM)
- Keeping the Mission Contact list up do date daily making sure the last version is shared with all staff.
- Communicating movements to/from the airport to the Radio Room by sharing the updated Airport Tracking file daily
- Preparing the Welcome Package for all new arrivals including all necessary information documents, per diem, transit phone and accommodation information
- Being focal point for internal movements; booking local flights for local movements
- Responsible for accommodation for all staff and visitors in or transiting through Abuja.
Minimum Required Skills and Qualifications
Education:
- Bachelor’s Degree in administration, HR, International Relations, Logistics, Law, or related field, with 1–2 years’ experience in
Experience:
- Essential previous experience of at least 1-2yrs administration, immigration liaison, logistics coordination, or NGO/humanitarian operations.
Languages:
- English and local languages are desirable
Knowledge:
- Essential computer literacy in MS Office packages (Word, Excel, internet, SharePoint, OneDrive)
Competencies:
- Results driven and quality service orientation.
- Strong knowledge of immigration and customs procedures.
- Excellent organizational and communication skills.
- High integrity / confidentiality.
- Computer proficiency (Excel, Word, databases).
- Stress Management.
How To Apply
Interested and qualified candidates should apply via the application link below:
Note
- Candidates should submit their application, including cover letter, resume and copy of relevant certificates and NYSC certificate/Exemption Letters
- MSF is an equal opportunity employer, both men and women are encouraged to apply.
Important:
- We are committed to a transparent recruitment process. No payment is required at any stage of recruitment. Any individual or organization requesting money in exchange for employment opportunities is acting fraudulently.
- Dual Employment is considered gross misconduct and hence not acceptable.
- Applications should be sent through the indicated channel else application will not be entertained.
- Only short-listed candidates will be contacted for the next steps.
- MSF reserves the right to cancel any step or whole of the recruitment process at any stage.