Job Description

About MSF

Doctors without Borders (MSF) Southern Africa is a global network of principled professionals who specialise in medical humanitarian work driven by our common humanity and guided by medical ethics. We work together in teams, small and large, to respond to the medical needs of people affected by conflict, disasters, epidemics and those excluded from healthcare.



Doctors Without Borders team members are on the ground, working directly, every day. We bear witness and describe what is happening, to raise awareness about the experiences of the people we assist and the situations where we work. We alert the public to emerging crises, acute emergencies and serious challenges, such as lack of access and exclusion from healthcare - and to mobilise support for MSF's work and social mission, provoking change.



Today, MSF is present in more than 70 countries, where thousands of MSF doctors, nurses, logisticians, water-and-sanitation experts, and other medical and non-medical professionals work together to bring essential health services to people caught in humanitarian crises. MSF South Africa is in Johannesburg with an office in Cape Town too. MSF SA is governed by the MSF Southern Africa Association, which is made up of more than 300 members from seven countries in the region.

1. Purpose of the Job:

The role is responsible for the seamless planning, coordination, and execution of the OCB Gathering, managing all logistics, stakeholder engagement, financial oversight, and governance support. The role facilitates hybrid participation, technical setup, and membership administration, including Board elections. Additionally, it oversees knowledge management, budget compliance, and post-event evaluation to enhance future gatherings and strengthen member engagement.

Report to Hierarchical:

Senior Association and Board Support Advisor

Report to Functional:

OCB Association Project Coordinator

Job Family:

Generic-Administration

Position Level:

06

2. Key Accoutabilities

Event Logistics and Coordination

Plan, organize, and execute all logistics for the OCB Gathering, ensuring seamless coordination of visas, transportation, accommodation, catering, conference setup, and audio/video arrangements. Oversee venue preparation, ensuring all required technical, physical, and accessibility needs are met. Develop and implement efficient technical and hybrid participation solutions, including sound, interpretation, online connectivity, and IT setup, ensuring full engagement of remote and in-person attendees.

Stakeholder Engagement and Team Coordination:

Facilitate collaboration between MSF SnA and OCB Association teams, ensuring effective communication and coordination of all key activities. Organize and manage the participation of internal stakeholders (MSF SnA, OCB, and partner associations), external service providers, volunteers, guest speakers, and short-term contracted personnel to ensure successful event execution.

Budget and Financial Oversight:

Administer and monitor the event budget of R2,000,000, ensuring compliance with MSF SnA and OCB financial procedures. Track all expenses, supplier payments, and invoices, ensuring proper filing and financial reporting. Provide regular financial updates to key stakeholders, ensuring transparency and cost-effective event management.

Membership and Governance Support:

Oversee all membership administration related to the election of Board members, ensuring compliance with MSF OCB legal frameworks and governance structures. Work closely with the OCB Association Committee and legal counsel to ensure smooth proxy voting and membership-related processes.

Knowledge Management and Reporting:

Maintain a comprehensive record of event documentation, meeting minutes, and knowledge management files on SharePoint, ensuring easy accessibility for all stakeholders. Ensure the timely dissemination of agendas, background materials, and logistical details to all event participants. Regularly update the Souk page with key logistical and administrative updates, ensuring members remain informed.

Evaluation and Continuous Improvement:

Design and administer post-event surveys to gather attendee feedback on event logistics, content, and overall experience. Analyse survey data, compile insights, and present a detailed post-Gathering Report to the OCB Association Committee, including key evaluations and improvement recommendations. Ensure the production of comprehensive minutes for the historical records of MSF OCB, ensuring accurate documentation of discussions and decisions made. Tasks may be subject to change depending on the process and organisation of events. Flexibility would be highly appreciated.

3. Key Complexities:

Operating with significant autonomy, reporting to two team leaders in different locations, requiring strong self-management and prioritization skills. Engaging with diverse teams, high-level stakeholders, and external service providers across multiple time zones, including the Presidents of the MSF Southern Africa Association and the OCB Board, who oversee the event. Managing the end-to-end logistics for 450 international guests, ensuring seamless visa processing, travel arrangements, accommodation, and administrative support for each attendee. Administering a budget exceeding R2,000,000, ensuring accurate expense tracking, supplier payments, and rebilling in compliance with financial regulations. Working in a fast-paced, high-pressure environment, requiring the ability to problem-solve, adapt quickly, and coordinate multiple moving parts efficiently. Overseeing technical solutions for hybrid participation, ensuring sound, interpretation, and IT setup meet global accessibility and engagement needs.

4. Key Reporting Requirements:

Provides structured updates to team leaders in scheduled weekly meetings, ensuring discussions are documented and stored. Reports to the Association Directors, Association Units, and Presidents of MSF SnA and OCB in bi-weekly meetings, with minutes recorded and archived. Maintains and updates SharePoint-based Excel sheets daily, tracking visas, transport, accommodation, logistics, budgets, and event-related information for transparent oversight.

5. Required Knowledge and Experience:

Bachelor's degree (B.A.) plus 2-year related experience; or equivalent combination of education and experience.

One-year NGO/MSF associative experience is an added advantage. Two-year event planning experience. Understanding of humanitarian values. Demonstrated knowledge of MSF functioning at the international level. Proven track record in planning and organisation. Good communication, interpersonal and listening skills. Good skills in Teamwork and Cooperation as well as Networking Computer literacy. Fluency in spoken and written English. Other languages an advantage Ability to work under pressure. Attention to detail. Willingness to work beyond official working times. Willingness to travel in South Africa and internationally. Able to relate to people. Adhere to the MSF principles and to our values: Respect, Transparency, Integrity, Accountability, Trust, and Empowerment. Adhere to the MSF Behavioural Commitments.

Remuneration and resources:

The Salary R30 888,53

Resources needed such as working space, computer, internet, stationery, will be made available.

Commitment/Contract Duration:

Length of commitment: 3 Months (

Fixed Term Contract

).

Closing date: 3 April 2025

Start date:

ASAP

Please note that only shortlisted candidates will be contacted.

NB: Information

The protection of your personal data is important to MSF SnA. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. MSF SnA will not use your personal data in any other way not foreseen for purposes of recruitment.



MSF values diversity and is committed to create an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation, and all other diversity characteristics.






Lately 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 applying for MSF roles does it out of conviction and is ready to uphold the values and principles of MSF.

By applying, the applicant acknowledges that he/she has read, understood and accept this document.

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