Job Description

About MSF

Doctors without Borders (MSF) is an international, independent, medical humanitarian organization committed to two objectives: providing medical assistance to people affected by armed conflict, epidemics, healthcare exclusion, natural and man-made disasters; and speaking out about the plight of the populations assisted. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation. 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.

Background

While a number of initiatives have been launched in the last few years to address the lack of diversity and inclusion within the organization, the pace of change remains far too slow. In addition, the euro-centric nature of the organization means many of its leadership struggle to bear witness to structural racism and therefore are blinkered when it comes to identifying concrete solutions to effectively dismantle barriers that exist.






MSF SnA plans to identify and categorize the structural barriers that reinforce racism within MSF Southern Africa and how it manifests in obstacles to entry into the organization, inclusive decision making, and participation. To map how these barriers are reinforced in recruitment protocols, organizational structures, policies and culture and to highlight the most critical of these barriers in order to define priorities for a roadmap for change

Job Overview

The Administrative Officer provides support to MSF Southern Africa's DSR & BLA projects and reports to both the DSR Manager and the BLA Coordinator who will be direct supervisors to this position on a 50% basis. The role is earmarked most specifically to support the logistic and administrative aspects for both programmes.

Purpose of the role:

Assist in events management, administration and logistics for DSR & BLA activities.

Report to:

DSR Manager 50% - BLA Coordinator 50%

Department:

General Direction

Position Level:

04

Key task and Responsibilities

Assisting with various administrative tasks for both units including: Preparing reports, memos, letters, and other documents, often using Microsoft Office or other software. Handling communication, including phone calls, emails, and in-person inquiries, and directing them to the appropriate person. Scheduling appointments, meetings, and maintaining calendars. Coordinating travel arrangements, including booking flights, hotels, and transport. Record Keeping and Documentation Maintaining accurate and up-to-date records, databases, and filing systems (both physical and electronic). Managing confidential and sensitive documents. Organizing and archiving documents and files as required. Providing financial Administration support by: Managing & reconciling cash floats as and when required for events Assisting with processing invoices and payments. Distributing internal communications, notices, and newsletters. Coordinating events, meetings, and conferences, including the following: Coordinate details of events such as meetings, workshops, trainings, Ensuring that budgets are respected. Keep strict records of event schedules, invoices and quotes. Coordinate all logistics prior to the event, such as catering, transport, accommodation & visas. Visit venues in order to negotiate and secure event space. Coordinate and monitor event timelines and ensure deadlines are met. Coordinate promotional materials and prepare delegate packs. Send out invitations and manage RSVP list. Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations. Overseeing the dismantling and removal of the event and clearing the venue efficiently Coordinate logistics for online, and in-person workshops. Production of reports from the workshops, events, conferences, etc. Consolidating material for the workshops and related discussions Organizing and attending meetings, taking minutes, and following up on action items. Assisting with project management by: Supporting with the planning, execution, and monitoring of various projects. Preparing project documentation, timelines, and status reports. Coordinating resources and ensuring deadlines are met. IT and Office Equipment Management including: Liaising with IT support for any technical issues. Preparing and presenting administrative reports.

General

Attend weekly staff meetings, office debates and participate in information sharing across all departments. Additional tasks as required, especially during busy periods.

Requirement:

A minimum of National Diploma or Bachelor Degree qualification that related to this role.

Excellent communications and interpersonal skills Administration skills Good team player Appropriate tertiary qualification Organization and Time Management Skills - the ability to prioritize and handle multiple tasks efficiently. Communication: Strong verbal and written communication skills. Attention to Detail: Accurate data entry and record-keeping. Problem-Solving: Ability to resolve office issues quickly and efficiently. Technical Proficiency: Competence with office software (e.g., Microsoft Office Suite, Google Workspace) and office equipment. Ability to handle inquiries and complaints professionally. Confidentiality: Trustworthiness in handling sensitive and confidential information.

Competencies:

Commitment to MSF's Principles Cross-cultural Awareness Behavioral Flexibility Teamwork and Cooperation

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 R22 183,67

13th Cheque in November. 100% Medical aid contribution. 10% additional pension allowance. Transport allowance. Cell Phone Allowance. Resources needed such as working space, computer, internet, stationery, and other resources will be made available.

Commitment/Contract Duration:

Length of commitment: 12 Months with Possible Renewable.

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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