RECRUITMENT NOTICE

INTERNAL & EXTERNAL

The French section of Médecins Sans Frontières

is recruiting for its office in Amman.

        Admin Transit (Full-time)

CONTEXT

Médecins Sans Frontières is a private, non-profit international humanitarian organization dedicated to providing medical

assistance to populations in crisis, without discrimination and regardless of race, religion, creed or political affiliation. Médecins Sans Frontières is seeking to hire an Admin Transit for its office in Amman.

SCOPE OF RESPONSIBILITIES

Administrative Specialist responsible for managing international and national staff movements, travel arrangements, visa and residency formalities, and associated administrative processes in compliance with MSF standards & local legislation. Ensures timely coordination of arrivals, departures, and immigration procedures while maintaining accurate records and facilitating the smooth implementation of MSF activities.

Accountabilities:

•       In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country

•       Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters

•       Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…)}•       Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters and lodging)

•       Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists and evacuation/lists).

•       Being in charge of the preparation of per diems, modes of telecommunication, and housing/rooming assignments ensuring proper management of guesthouses (furniture, cleaning, food)

•       Being responsible for the filing of administrative documents according to MSF standards and local legislation.Sending required documentation to HQ in a timely manner.

MSF Section/Context Specific Accountabilities

Coordinate IMS movements’ management between the 3 country missions: OCP Jordan, OCP Palestine and OCB Palestine.

Pre Arrival actions:

§  Ensure timly submission and follow up of pre approval visa to Protocol office and all related formalities.

§  Prepare the welcome package

§  Airport arrangement with the transport company

§  Distribution of phone, charger, key management for the apartments

§  Coordinate with the PAM for the allocation, readiness and assign the housekeeper at the apartment

§ Contacting MSF validated hotels for bookings when necessary.

§ Schedule the briefing on doodle

Post Arrival actions:

§  Ensure the return forms are sent and tickets are booked

§  Coordinate with the validated travel agency for flight bookings for breaks, meetings and trainings when needed. Ensure getting the best offer in terms of price and transit.

§  Airport drop is arranged with the transport company

§  Schedule debriefings with all

§  Coordinate with the relevant department for the asset handover (keys, phone, charger and all MSF belongings)

§  Inform ACMA / COFIRH regarding any pending financial matter

Follow-ups:

§  Follow and update the airport movement follow up sheet

§  Follow and update the IMS list, their families, regional positions, non-Jordanian staff in the mission to ensure timely renewal for their legal status in the country.

§  Monitor accommodation occupancy and report availability or constraints to the PAM and COFIRH

§  Assure a proper follow up on holiday, return in OCB Wedoo’s system

Administrative:

§  Responsible for the preparation of the administrative documents

o   Pre-approval visa form

o   Exemption letters

o   Mission Order

o   Expatriation contract template, etc.....

o   All required documents for residence declaration, residency & work permit, visa extension, exit reentry & any other related documents.

§  Focalpoint with Protocol Office to facilitate all pre arrival and post arrivals process.

§  Brief the IMS on the processes and visits to the authorities together with the Liaison Officer from Protocol Office.

§  {Maintain accurate administrative records and filing systems (both physical and electronic).

§  Ensure confidentiality and proper handling of sensitive personal and administrative information.

§  Contribute to improving administrative processes and tools placed in the mission.

Coordinate:

§  Assist in emergency travel arrangements or ad‑hoc movement requests when required by the mission.

§  Ensure the safe transfer of official documents including the passports to the relevant person or department

§  Support IMS / LHS for administrative process to apply for the visas when required for official travel validated by MSF.

§  Coordinate with the logistics team for the arrangement of the necessary IT equipment.

Work location:             Amman, Jordan

Contract:                      Three (3) Months Fixed-term contract – Full Time – (Renewable)

Interested applicants should submit their application in English, containing a curriculum vitae, no later than

5^th July 2026, on the Akhtaboot website. Only candidates who meet the requirements will be shortlisted.

MSF promotes the inclusion of women and people with disabilities.

Médecins Sans Frontières is committed to safeguarding and promoting the welfare of the people we serve

and our staff. MSF has zero tolerance for sexual exploitation and abuse, harassment, and abuse of power.

All selected candidates will be subject to reference checks.

Notice: No monetary transactions, no demands for favors in kind, nor other types of favoritism will be tolerated in the recruitment process.  MSF reserves the right to refuse the hiring of a candidate who has benefited from such acts. All such illicit demands may be pursued through the judicial system.