Executive Committee (ExCom) Officer at Medecins Sans Frontieres (MSF)

MAIN RESPONSABILITIES

Strategic support to the Secretary General (SG)

The ExCom Officer acts as the main point of support to the SG for content preparation and follow-up of ExCom platform meetings. This includes the preparation and dissemination of elaborated agendas and background documents, reporting on discussions at meetings, and assistance to ensure implementation of related tasks to achieve outcomes and action points.

• In detail, the ExCom officer carries out the following tasks:
• Anticipates and plans ahead to ensure the SG is well prepared for ExCom meetings with the relevant information, knowledge and documents;
• Develops agendas for ExCom meetings, in liaison with platform coordinators and contributors;
• Produces and prepares in autonomy supporting documents as delegated by the SG;
• Researches, prepares and presents findings in the form of briefing papers, reports and presentations;
• Reviews and assesses information submitted to the SG, followed by briefing and recommendations as needed;
• Tracks and follows up independently action items, deliverables and other commitments identified at ExCom meetings to ensure assigned tasks are completed;
• Ensures linkage between ExCom and IB agenda topics as well as planning prioritisation;
• Establishes a continuous and constructive dialogue with the SG in order to elicit new ideas or to test and consolidate opinions.

ExCom information management and communication linkage

The ExCom Officer plays a proactive role in providing reciprocal informational linkage between the SG as Chair of the ExCom and ExCom members, and towards other international platforms, bodies and stakeholders. Thus s/he is the focal point to:

• Proactively communicate decisions or any relevant information in support of the SG as Chair of the ExCom;
• Ensure information & communication linkage with MSF platforms, specifically the ExCom
• Produce overviews and summaries of content to support ExCom discussions and decision-making;
• Write minutes and follow up on approval and communication to members of the concerned platforms within established timelines;
• Prepare, update and track the ExCom annual topics of discussion;
• Liaise with coordinators and contributors for Full ExCom meetings with regards to agenda setting and content.

ExCom related administrative and logistic support

• Liaises with DG assistants at the hosting office on logistics in preparation of Core ExCom meetings;
• Oversees logistics arrangements for Full ExCom meetings;
• Ensures organized and thorough archiving of documents related to the ExCom;
• Provides support to the SG on ExCom email management;
• Can be requested to undertake other tasks by the SG as needed.

Job requirements

• Genuine interest in, understanding of and commitment to the humanitarian principles, social mission, operations, and challenges of MSF;
• Outstanding organisation skills; ability to complete multiple tasks within short deadlines, while maintaining correct priorities and quality;
• Ability to work in a multi-cultural environment; possessing maturity, patience and understanding;
• Ability to anticipate problems and proactively suggest solutions in a complex political environment;
• Tact, diplomacy, and tenacity as well as the ability to build and maintain a strong network within MSF to enable information gathering and smooth logistical support;
• Effective and supportive team member, problem-solver;
• Ability to synthesise information and produce professional minutes and meeting outcomes;
• Fluent written and spoken English, other languages an asset;
• Previous work with senior management;
• Office management experience;
• MSF or other NGO experience an advantage;

Deadline for applications: 21st July 2022