Médecins Sans Frontières (MSF) is an international humanitarian aid organization that assists populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

MSF Middle East Support Office is currently looking for a:

TRAVEL & ADMINISTRATION OFFICER

CONTEXT

SCOPE OF RESPONSIBILITIES – OBJECTIVES OF THE POSITION

 The objectives of the Travel & Administration Officer’s position are to support the smooth running of MSF activities in and from Amman, organising:

• the travel of the Staff, Permanent or Temporary Hosted, Visitors and Staff in transit,
• As well as events (Training sessions, Meetings, Workshops, Press Conferences) in Amman.

Under the direct supervision of the Head of Resources, in coordination with the concerned people and other administrations (HQs, Hubs, Missions, L&D Units, etc.), with the support of a Travel & Administration Assistant, she/he is participating in and contributing to the design, planning and coordination of these administrative activities, and is responsible for implementing them.

Compliance with internal (MSF) and external (Jordan, other countries, international standards) standards and regulations is also an important aspect of the job.

The above-mentioned intersectional set-up, supported OCs and multiple HQs and missions, delocalised entities permanently or temporarily supported or hosted, comes with a certain degree of diversity, complexity, and volume of administrative activities, as well as responsibility and accountability towards the involved stakeholders. It also comes with availability and flexibility outside of working hours in cases of emergency (e.g., urgent travel, accommodation, and/or visa-related issues, travel disruptions, medical emergency, and need for administrative support).

Beginning of 2025, the scope of responsibilities was reviewed to decrease the areas covered (apartment management and upkeep of facilities being transferred to the Facilities team) and allow a qualitative work on increasing needs related to the core of administrative activities.

Specificities of the position

• Travel (Staff, Permanent and Temporary Hosted, Visitors and Staff in transit)

• Organizing travels in and outside of Amman, Jordan, in detail but not limited to:

• Issuance and extension of Jordanian and other countries’ visas,
• Management of Work & Residence Permits, including renewals of work/residency permits.
• Travel and work authorizations,
• Travel-related letters and documents drafting and processing,
• Transportation booking (Plane, Train, Bus, Taxi, etc.)
• Accommodation reservations (Hotel or MSF accommodation)
• Per diem,
• Travel allowance

• Making sure people arriving and departing have the relevant documents for their travels (valid passport, updated Welcome in Amman, contact list, information needed for arrival, yearly medical check-up, other documents to be filled, needed information or documents, etc.)
• Collecting, organizing and protecting data related to the concerned staff
• Collaborating and coordinating with MSF Jordan Intersection Protocol Office and external partners (e.g. Jordan Administration, Embassies, etc.), staying informed on policies and procedures related to travel, entry/exit, residence, and work regulations and practices

Events (Training sessions, Meetings, Workshops, Press Conferences)

• Organizing hosted as well as in-house events in  Amman, including but not limited to:

• Receiving and updating requests,
• Requesting validation by the Head of Office and the Heads of Office,
• Keeping updated on the events follow up  (yearly planning) with key information,
• Clarifying expectations, specific requests (e.g., catering, restaurant, materials, technical requirements, printing, etc.),
• Clarifying roles and responsibilities,
• Defining each event schedule, as well as clarifying deadlines for the preparation of the event (information needed, etc.)
• Coordinating with the Facilities team and hotel for technical support or needed equipment, materials, or supplies
• Preparing the venue in coordination with the event focal point and the hotel
• Preparing and communicating to the stakeholders a budget, following up on expenses, and reporting at the end of the event (In coordination with Finance)
• Preparing and distributing per diems
• Ensuring the event is smooth by monitoring its course and adjusting if necessary
• Requesting and analyzing feedback from participants and organizers/facilitators, adjusting processes if necessary

• Administration

• Supporting the administration, communication, and security management of the staff, hosted and visitors (including events) by keeping updated daily contact lists and email distribution lists, creating or updating WhatsApp groups
• Participating and contributing to the design of relevant administration ways of working, policies, processes, and procedures, as well as putting in place adequate tools and software
• Implementing circuits and workflows (roles and responsibilities between Protocol Office and AMSO admin team, flow of information, communication to the different stakeholders, checklists, etc.) in order to anticipate and organize travels and events.
• Supporting the Finance team in analyzing the market, choosing (and reviewing yearly) regular and ad-hoc service providers and/ or following up relevant administrative service contracts (venue and accommodation, travel agencies, taxi, etc.). Ensure back-up plans are identified and prepared.
• Participating in the budget processes (budget, revisions, follow-up) by providing information on needs, cost evolution analysis, proposing more effective and efficient ways of working, and corrective actions if needed
• Reviewing administration related services providers' invoices, informing on allocations, and validating their accuracy
• Planning and supervising, in close coordination with the HR Manager, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under her/his responsibility (Travel & Administration Assistant) in order to improve people capabilities and to ensure both the sizing and the amount of knowledge required
• Acting as the main focal point for the permanent staff and hosted with a Jordanian contract
• Briefing and induction of all permanent staff and hosted with Jordanian contract on specific administration management (temporary hosted, visitors and staff in transit to be briefed by the Administration Assistant)
• Communicating to the relevant stakeholders (HQs, Missions, Staff, Hosted and visitors, Authorities, etc.) on travel information (e.g., Field visit confirmation)

REQUIREMENTS
Education

• Desirable degree in finance, management (business, HR), or administration

Experience

• Essential previous working experience of at least two years in relevant jobs
• Desirable experience in MSF or other NGOs in developing countries

Language

• Essential, office working language (English)
• Essential, Arabic
• Other languages are an asset

Required Competencies:

• Planning and organization
• Computer literacy
• Excellent knowledge of the Microsoft 365 tools (PowerPoint, Excel, Word, Forms, Power automate, etc.)
• Desirable knowledge of HR, accounting and/or budget tools
• Driving License

Technical competencies

• Excel/Microsoft
• Dynamics, an asset
• PowerBi
• Sharepoints/One drive

Workplace: Position based in Amman

Duration: 12 months with possible extension

Mobility: Based in Amman with possible field visits

Personal competencies:

• Good interpersonal skills, sense of dialogue and ability to listen
• Ability to work in a multicultural team
• Team player: ability to coordinate with numerous stakeholders and partners
• Ability to work autonomously
• Problem solving
• Pro-active and solution-oriented
• Flexible and capacity to adapt quickly under pressure
• Commitment to MSF Principles L2
• Behavioural Flexibility L2
• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Stress Management L3

Applications (curriculum vitae in English + cover letter) must be submitted no later than the 12^th of July 2025. In the email subject line, please state the job title, TRAVEL & ADMINISTRATION OFFICER, in English. . Kindly submit your applications through this link:https://msfamman.recruitee.com/o/travel-administration-officer

Only shortlisted candidates will be contacted.

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

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