Admin Transit - Sicily office

Background

Médecins Sans Frontières (MSF) is a leading international independent medical humanitarian organisation, dedicated to providing expert medical relief to vulnerable populations at times of conflict or disaster. In over 71 countries worldwide, MSF provides both life-saving emergency relief and longer-term assistance to make basic healthcare services available to the most vulnerable or excluded communities.  MSF Netherlands in Italy coordinates the Search and Rescue operations in the central Mediterranean which provide lifesaving activities and basic assistance operating with the Geo Barents ship. 

Scope and objectives of the position

Administrative specialist responsible for the management of staff’s movements and associated processes according to MSF's standards and procedures and the local legislation in order to ensure the smooth running of MSF's operations

Main responsibilities 

• In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff to/from their country of origin. Coordinating the movements of staff (national and international staff) and related administrative formalities (passports, visas, per diems) with the project and headquarters
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…)
• Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters and lodging)
• Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement and evacuation lists).
• Being responsible for the filing of administrative documents according to MSF standards and local legislation. Sending required documentation to HQ in a timely manner.

Specific Accountabilities

The candidate must be able to manage very stressful days with high workload after each rescue and towards the assigned Place of Safety as to facilitate end/start of next rotation. Place and duration of each rotation can vary with an average of +/- 10 days each.

The project counts a huge turn-over. The crew change needs to happen in a very short period of time, 1 day for disembarkation and 1 day for embarkation. Depending on port of disembarkation, the requirements to embark and disembark the team change accordingly and so the necessary documentation to provide authorities with.

The Admin Transit will be in charge of the movements of staff, including reservation of flights, accommodation, in addition to track of per diem. This includes ensuring that the administrative documents required for embarkation and disembarkation of all crew members are in line and finalised as to share them with Port Authorities (Port Agents, immigration officers), as well as to facilitate the update of crew and cabin lists shared by the Project Coordinator.

• The Admin Transit is responsible for updating the rotation document, indicating in a timely manner all the relevant information to be shared with the other team members.
• He/she will be in contact with the incomers & outgoers to organize their movements to/from the ship (visa, travels..). He/she is responsible of arranging their accommodation on shore.
• He/she is the main focal point with the Port Agent regarding embarkation, disembarkation and movements to/from the ship for visitors.
• He/she is responsible for collecting and filing the necessary documentation of incoming staff members before their arrival. The Admin Transit is the focal point for travel arrangements of OCA-HQ ISSO (International Staff Support Officer)
• The Admin Transit is the Focal Point for Pool Managers when matching the IMS to the mission in collaboration with the HR Coordinator facilitating the communication between the Expat Pool, the project on board (PC) and the ISSO.
• He/she is responsible to schedule briefings and debriefings for SAR crew, International and National staff, ensuring the electronic archive on sharepoint with all the INA, ICA and EOM template is regularly and timely updated
• He/She is the focal point for service contract’s management (deadline, renewals, regular correspondence..) regularly reporting and updating the PAM
• In collaboration with FAM, Admin Transit is content responsible of monthly Per Diem allocated to International staff on board/onshore, including tracking and validation of total amount, as well as approval of expenses related to travels and accommodations with wise management of financial budget

Additional HR/Admin task delegated by the PAM.

The Admin Transit needs to be excessively good at planning and organizing, enabling others to organize and planning ahead according to the common objective.

The teamwork is absolutely crucial to allow the ship to run the activities in an effective way.

Stress management is fundamental to face different stakeholders and unforeseen events.

Requirements 

Conditions  

Contract: Fixed term contract (12 months – 1 month trial) From March 2025, full-time. Level II of Italian CCNL Commercio Terziario Distribuzione e Servizi. Candidates MUST hold a work permit to work in Italy.

Gross Annual Salary: Between 33.320 Euros and 35.982 Euros, depending on MSF experience of the selected candidate.

Location: Based in the MSF Netherlands Sicily office.

Starting Date: March/April 2025

Application procedure: 

To apply for this role, please submit your application to mediterranean-jobs@oca.msf.org 

Subject: AdminTransit_Your Surname

Including the following:

• CV (in English)
• motivation letter (in English)
• Availability
• 2 contact for references of previous line managers

The application deadline is 15^th November 2024 

Only short-listed candidates will be contacted.

Applicants not invited for interview within 4 weeks from the closure of the vacancy may consider their applications unsuccessful.

MSF-Netherlands is an Equal Opportunity Employer. No employee, or applicant for employment, shall be discriminated against in any term or condition of employment because of race, color, religion, national origin, sex, age, or sexual orientation. Diversity, equity, and inclusion are core values. We expect this same commitment from our staff.