Humanitarian Representation Team Assistant at Medecins Sans Frontieres (MSF)

POSITION BACKGROUND

• MSF International has five key roles: to promote coordination between MSF entities and international platforms; to ensure transparent exchange of information and intentions for informed decision-making and accountability; to facilitate and promote coherent common representation towards external actors and institutions, donors and the general public; to provide visibility and ensure accountability of international projects, activities and decisions; to act as the Secretariat to the International Board. The role of the Humanitarian Representation Team (HRT), makes a strategic contribution to the roles related to Coordination between MSF entities and platforms, and external representation.
• The Humanitarian Representation Team (HRT) provides support to the MSF operations through linkages and actions to and from external networks (political, humanitarian, medical, and civil society). It is managed by the International Operations and Humanitarian Representation Coordinator (IOHRC).
• The position of HRT Assistant is managed by the Deputy Head of the HRT who acts as the Strategic Coordinator of the Humanitarian Representation Network, with 20+ members liaising with international and/or regional organizations and main political stakeholders in MSF sections and offices worldwide.

PLACE IN THE ORGANISATION

• The Humanitarian Representation Team Assistant will be hierarchically and functionally accountable to the Deputy Head of the HRT and functionally accountable to the International Operations and Humanitarian Representation Coordinator (IOHRC), all of whom are part of the International Office.

OBJECTIVES OF THE POSITION
The HRT Assistant will provide executive, administrative and technical support to the IOHRC, in their role as the Head of the HRT, and the Deputy Head of the HRT, primarily with information management and communication tools of the HRT Secretariat and Network and the wider MSF movement.

MAIN RESPONSIBILITIES
Strengthen the HRT’s information sharing and knowledge management

• Promote and ensure smooth information sharing within the HRT Network, MSF Operations, MSF Advocacy and the wider MSF Movement facilitating access to HRT and external resources: briefing papers, minutes, analysis papers, events, newsletters, etc.
• Support and manage the onboarding of new team members.
• Participate to the different projects that are under the responsibility of the Deputy Head. These projects can evolve according to needs: fact sheets, ad hoc research/analysis on some specific issues related to humanitarian representation and contexts covered by MSF operations as well as supporting Interdesk facilitation and knowledge management upon request.

Support in planning, coordination and documenting HRT exchanges

• Manage the organization of the HRT meetings and HRT retreats (administrative and logistic organization but also contributing to the development of the retreat’s objectives, agenda team-building, follow up and minutes) and arrange any internal meetings under the lead of the Deputy Head;
• Manage the HRT contact database and various HRT mailing lists; take care of other administrative tasks to support the IOHRC and Deputy Head of HRT in their duties upon request.

Support in the monitoring and dissemination of HRTs outputs

• Responsibility for editing and dissemination of the HRT newsletter compiling and summarizing information from the HRT Network.
• Act as Focal Point for the HRT SharePoint and ensure efficient information management; actively support the ongoing reform of this information repository in coordination with the Knowledge and Information Department and HRT colleagues in charge.

JOB REQUIREMENTS

• A genuine interest in and commitment to MSF’s humanitarian principles.
• Working experience at least 3 years in the international environment within MSF, International Organizations or NGOs, preferably in the field of humanitarian or emergency response.
• Working experience on knowledge and information management as well as office administration.
• Proven communication skills, including drafting and editing.
• An excellent command of both written and spoken English and French (proficiency in other languages is an asset).
• Ability to handle confidential information with utmost discretion.
• Strong and proven organizational and time-management skills as well as multi-tasking ability with an excellent attention to detail and a commitment to high working standards.
• Initiative and a proven sense of autonomy and self-motivation.
• Experience with Microsoft Office including and especially SharePoint.
• Team-player and ability to work in a multi-cultural environment.