DEPARTMENT ASSISTANT AND TECHNICAL SUPPORT (BASED IN ANY MSF-SPAIN OFFICE OR HOMEBASED IN SPAIN) JOB DETAILS | MEDICOSSIN

Do your skills and experience not precisely match the requirements? MSF-OCBA is an organization committed to promoting diversity and equity by providing equal access to professional opportunities.
We understand that women, people of colour, indigenous individuals, members of the LGTBI+ community, and other underrepresented groups often hesitate to apply for employment if they don't meet all the requirements.
At MSF-OCBA, we strive to create a diverse, inclusive, and genuine workplace.
Therefore, if you're interested in this position but your experience doesn't align perfectly with the selection criteria, we encourage you to apply anyway.
You might be the ideal candidate for this or other positions.
GENERAL CONTEXT  Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.
GENERAL OBJECTIVE Within the Operations Department and reporting to the Ops Support Manager, the overall objective of the Assistant and Technical Support to the Operations Department position is to carry out administrative and technical support activities for both the Direction of Operations and the department as a whole, always in accordance with established policies and procedures, contributing to the optimal and efficient functioning of the department as well as to the fulfilment of the commitments and objectives of the department and therefore of the organisation.
MAIN FUNCTIONS AND TASKS  Administrative support related to the functioning of the department and support to the Operations Directorate.
Organisation of the main regular meetings of the Operations Directorate.
The main tasks will consist of managing invitations, booking rooms, coordinating with the IT and Facilities team, recording sessions, drafting, disseminating and archiving the meeting minutes and action points, etc.
Support in the organisation of events (international meetings, celebrations, etc.), including the annual Coordination Week.
The main responsibility will be to coordinate the general logistics (invitations, rooms, catering, accommodation, transport, visas, expense settlements, etc.).
Support in the organisation and management of the agenda of the Director of Operations.
Support to the Operations Directorate in the organisation of trips and visits (transport, accommodation, visas, agendas, documentation, etc.).
Occasionally, he/she will also provide support in the travel management of other members of the department.
Collaborates in the preparation of presentations and reports for trainings, meetings, accountability exercises, etc.
Early adopter of new processes and tools to be implemented in MSF (Tickelia, Sesame, Weplan, Zenit, Travel tool, Brief Chief, SAP, etc.).
Act as Focal point with other departments to ensure the implementation of processes (accounting, human resources, IT, etc.).
Assists members of the department with questions and doubts on issues related to HR and Finance policies.
Channels and manages translations.
Welcomes visitors and attends incoming calls in the department.
Orders and distributes institutional materials (agendas, calendars, brochures, reports, etc.).
Administrative support related to HR Management.
Support in recruitment processes (organisation of interviews, management of documentation, etc.).
Regularly inform the Operations Directorate of planned personnel incorporations and exits.
Responsible for managing incorporations and exits in the BARKA system.
Communication and coordination of briefings and debriefings of departmental staff.
In turn, he/she will support the Operations Directorate in facilitating the participation in briefings and debriefings of field staff and/or staff of other departments.
Welcome new employees of the OPS department who start their contract, ensuring that they have the information and resources (computer, telephone, e-mail address, etc.) necessary to carry out their work.
Maintain the department's organization chart up to date.
Maintain the archive of the different job profiles of the department, as well as keeping the HR database up to date with relevant information.
Coordinate with Administration for proper processing and accounting of gourmet cheques/cards.
Carry out administrative follow up of MIOs and MSTs.
calendar, provide the Administration with the monthly information necessary for the correct allocation of salaries and travel expenses to the missions and/or headquarters, etc.
Internal and external communication of the Department.
Ensure the correct documentation and dissemination of decisions taken by the Operations Directorate to the members of the department.
Share with members of the department any useful information from other departments and other Operational Directorates (initiatives, publications, appointments, reports, minutes of international meetings, guidelines, news, etc.).
Maintain up-to-date email distribution lists.
Organise and maintain the department's general physical and digital archives.
Editing and publishing the department's documents in the channels determined, always in coordination with the Knowledge Management team.
Channelling ad hoc requests for information from other departments.
Respond or ensure a response to generic MSF mail addressed to the department.
Departmental budget and expenditure management.
Support the OPS Support Manager in the coordination of the Operations Department's budget planning, compliance with the planning calendar, as well as the subsequent periodic budget follow up.
Ensure the correct allocation of expenditure and investments.
Creation of orders and reception in SAP.
To channel the department's expenses, including credit cards and invoices for subsequent allocation and settlement according to established procedures.
Channelling communications with the financial department and reviewing invoices if required, as well as providing information requested in audits if necessary.
Internal logistics  To channel the internal logistics of the department, ensuring the correct functioning of office equipment and facilities.
Supervise and ensure the periodic inventory of materials and fixed assets according to standards.
Registering and managing the entry and exit of material, including managing its documentation.
Other.
Provide support to the different areas of the department at times of heavy workload.
SELECTION CRITERIA  Training in Administration, Finance, Human Resources or similar.
Motivation and interest in humanitarian issues would be an asset.
Previous field experience with MSF in financial administration or human resources positions is desirable.
Professional experience in similar positions in humanitarian or cooperation organizations is highly valued.
IT / Computer skills (Microsoft office, Outlook, Internet, SAP).
Spanish and English.
French desirable.
CONDITIONS  Position based in any MSF Spain office.
(Barcelona, Bilbao, Madrid, Sevilla y Valencia) or homebased in Spain.
Lenght of contract.
temporary contract linked to a leave.
Annual gross salary (based on 40h/week).
HQ-3A level - € (divided into 12 monthly payments) + secondary benefits based on MSF OCBA Rewards Policy.
Starting date.
Immediately.
HOW TO APPLY To apply, please submit your CV and cover letter.
Closing date.
20th of October (Central European Time).
MSF is committed to achieving workforce diversity in terms of gender, race, nationality and culture.
Individuals from minority groups, indigenous groups and persons with disabilities are encouraged to apply.
We are committed to achieving a balanced gender distribution and therefore encourage women to apply.
All applications will be treated with the strictest confidence.
MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life.
MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination.
All selected candidates will, therefore, undergo reference checks.
Médecins Sans Frontières, as the responsible employer, in accordance with article 38 of the "Ley de Integración Social del Minusválido de (LISMI)" invites people with a recognised disability and an interest in the humanitarian field to apply for the above-mentioned position.