TRAINING ADMINISTRATIVE -LEARNING UNIT- 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 color, indigenous individuals, members of the LGTB+ 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.
MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis.
As such MSF is by choice an association.
Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.
The MSF movement is built around six operational directorates.
MSF OCBA is one of those directorates.
The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona and decentralized in Nairobi, Bogota, Dakar, and Amman.
The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations.
JOB ENVIRONMENT AND GENERAL OBJECTIVE The Learning Unit is integrated into the Human Resources Department and works closely with all MSF- OCBA departments to provide learning solutions tailored to the diverse needs of missions, teams, and individuals throughout the organization.
Learning needs range from organizational induction processes to technical and administrative aspects, including medical, logistical, and human resources issues, which are essential to the success of operations.
The Learning Unit oversees the provision of L&D advice to the organisation, generating learning solutions, tools, and processes, and directly coordinating the most formal part of the learning offer.
The Learning Unit is structured around 3 main activity areas (Learning Solutions, L&D Field Support and Learning Administration Services) and is composed by learning administration staff, Learning Officers, Learning Managers, Field Trainers, and a Head of Unit.
In complement to this, four Learning Referents are in the Operations, Medical, Logistical and P&IT Departments to facilitate definition and implementation of key learning strategies and solutions.
OVERALL OBJECTIVE Under the responsibility of the Administration Services Manager, the Learning Unit Training Administrator support will ensure organizational and administrative aspects linked to the implementation of internal learning solutions (managed by the Learning Unit), and the management of external training candidates (from the international MSF movement and other institutions), ensuring the quality of the management in both cases, and in close collaboration with the other members of the Learning service team.
RESPONSIBILITIES   Management and coordination of the organization of the training courses carried out by the MSF- OCBA Learning Unit Perform and keep track of all administrative and logistics tasks related to the Face to Face & online trainings delivered by the Learning Unit.
Manage the application and registration processes as well as the communication with candidates and other stakeholders (Pool Managers, HRCos, Learning Referents).
Organize the Selection Committee.
Find and book hotels, training rooms, deal with per diem, meals, etc.
Liaison with the travel unit for flights and visas.
Running the on-site administration of the training when it is held in Nairobi.
Prepare material for participants.
Manage the cash register of the training organized by the Learning Unit.
Follow up and keep track of training invoices and cash settlement.
Prepare the Certificates of participation of the courses.
Facilitate the support & follow up of e-Learning trainings.
Facilitate technical Support during the virtual courses when needed.
Manage participants in training courses organized by other sections and MSF offices.
Manage the application and registration process as well as the communication with candidates and other stakeholders (Pool Managers, HRCos, Learning Referents, Travel Unit).
Organize the Selection Committee.
Send the necessary information to the other OC's.
Follow up the invoicing and re-invoicing procedure.
Management of external training participants (field or headquarters staff).
Receipt, response, and follow-up of training requests from HQ and field staff, registration, payment, etc.
Management of reimbursement of expenses associated with external training courses.
Management of travel arrangements for trainees' travel.
Facilitate the access to learning solutions for all staff.
Ensure regular communication on learning offer.
Update the training catalogue, OCBA International calendar, OOKIS etc   Maintenance and reporting of training data.
Data encoding (SAP and Excel).
Collaborates on the preparation of the database to track learning activities.
General administration Assist in general administration tasks at the Learning Unit Review and update administrative procedures in coordination with the Administration Services Manager.
Administrative management of funded training (FUNDAE)   SELECTION CRITERIA Specific qualification in administrative management or secretarial work Experience in the training sector would be an asset.
International experience (professional or personal) would be an asset.
English compulsory; French desirable Advanced knowledge of Microsoft Office Knowledge of applications.
zoom & teams.
Knowledge of SAP would be an asset.
CONDITIONS Position based in any MSF OCBA Hub (Barcelona, MSF-Spain office delegations, Amman, Bogota, Dakar or Nairobi).
Final location will be subject to the employability of the preselected candidate (residency, work permit, etc.).
Duration.
Permanent position in full Time Annual gross salary.
HQ-2B level  + secondary benefits based on MSF OCBA Reward Policy.
Subjected to local conditions.
Start date.
ASAP   HOW TO APPLY To apply, please submit your CV and cover letter.
Closing date.
January 12th of at h (CET)   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 a responsible employer, under article 38 of “Ley General de la Discapacidad de (LGD)” invite those persons with a recognized disability and with an interest in the humanitarian area to apply for the above-mentioned position.