The following office-based positions are currently available at Doctors Without Borders/Médecins Sans Frontières (MSF).

Field HR Associate

Department:                      Field Human Resources

Type:                                     Full-time; Exempt

 

I.                    Purpose of the Job:

Manages and conducts administrative functions of the Field HR Department to support the departure and return of field staff. Works closely with Field HROs assigned to MSF-France and MSF-Switzerland.

Supervises the administrative work of Field HR Assistant assigned to process visas and work with departures of OCBA, OCA, and OCB, the Field HR Assistant assigned to follow the recruitment process, and the intern.

Acts as super-user, focal point and coordinator for the use of the HR Information System (HRIS).

 

II.                  Essential Functions and Responsibilities:

 

Management of Placement Administration  (60%)

  • After placement to a specific field assignment, arranges for travel, lodging and vaccinations for assigned pool of US field staff, in a prompt and timely manner. Supervises same for field staff assigned to Field HR Assistant.
  • Verifies the validity of passports and other travel documents. Supervises the procurement of work permits and/or visas for departing US field staff.
  • Supervises, negotiates, and/or guides Assistant in conducting negotiations with embassies to facilitate the visa process, as necessary.
  • Ensures that information sources regarding international visas are centralized and accessible to entire department, and that they are updated promptly as changes occur.
  • Liaises between Operational Centers (OC), HRO and expat to confirm briefing dates, departure dates, briefing locations/appointments, and date needed in the field. Arranges travels accordingly.
  • Inputs passport information, emergency contact information, and personal details into the database(s). Updates information as required before/during/after field assignments.
  • Conducts administrative portion of volunteer briefings and debriefings for assigned pool of departing and returning US-employed field staff covering expenses submitted for reimbursement, emergency contact information, distribution of mission orders, directions upon arrival to Operational Center, ticket information.
  • Schedules briefings and debriefings between field workers and office staff including FHR, HR, Communications, Association, Programs, Development, PSCU and any necessary phone briefings with the OCs.
  • Books travel directly to OCP & OCG project countries and confirms security information, contact information upon arrival, instructions for arrival, and validity of airlines with appropriate administrator in Paris and Geneva.
  • Distributes MSF t-shirts, ID, and other items as required for US-contracted staff bypassing Paris or Geneva en route to the field.
  • Makes travel arrangements and books accommodations for returning field staff. Welcomes field staff back to the office. 
  • Liaises with the OCs and/or the field projects to utilize existing return tickets of US-contracted field staff.
  • Works with the HROs to keep e-mail stationeries and expat memos up to date. Recommends and makes improvements to stationeries. 
  • Confirms assignment start and end dates for US-contracted staff, forwards work orders for Deputy Director’s approval, and updates the database. Ensures the start/end date discrepancies are followed up between the HRO and OC.
  • Forwards mail for field staff who have recently return from or are still in the field.
  • Informs MSF-USA office staff of all departures and returns, and communicates about Brown Bag Lunches (BBLs).
  • Books travel, when needed, for all Field Management Training facilitators traveling to projects, and liaises with desk and field to confirm coordination of travel.

Other duties, as assigned.

 

 Administrative/Management  (35%)

 

  • Centralizes and updates specific HR administrative procedures.
  • Hires, manages and evaluates Field HR Assistants, office volunteers and interns for administrative tasks within the Field HR Department.
  • Delegates tasks, consults with and guides staff to achieve goals. Provides ongoing feedback in a context of mutual respect.
  • Sets clear attainable objectives for staff, evaluates employee job performance accordingly, in accordance with established MSF procedures, and collaborates with staff to establish appropriate development paths.
  • Manages filing systems and archives, making improvements and ensuring privacy of personnel records.  Ensures that all Field HR staff are aware of filing systems and supervises maintenance.
  • Supervision of department use of HRIS and works to ensure integrity of data. Compiles statistics and extracts data through queries, as necessary or requested.
  • Manages the annual mailing of holiday packages to US-contracted field staff including the identification of volunteer to organize project, procurement of donations, assembly and sending of the packages.
  • Supervises and/or guides Assistant in organizing all administrative aspects of the Information Days and recruitment process
  • Maintains stock of books and departmental supplies, requesting orders when necessary.
  • Coordinates cross-training of FHR Assistants to ensure continuity within departmental administration
  • Maintains stock of MSF field t-shirts, MSF guide books, and similar items, requesting orders when necessary.
  • Keeps Field HR Deputy Director updated on an ongoing basis regarding administrative and relevant field-related issues.

 

Interdepartmental Coordination  (5%)

  • Attends regularly scheduled staff meetings and Program Updates and several annual office-wide debates to participate in information sharing across all departments, and stay informed on important MSF topics so as to be able to contribute to the organization’s ongoing development.
  • Participates in cross-departmental teams and committees as needed, specifically to represent the needs of the Field HR department.
  • Acts as liaison between Field HR and Domestic HR in order to coordinate administrative processes related to US-contracted field staff departures.

 

III.                Supervisory Responsibilities:

  • Manages two full-time assistants, one intern and a fluctuating pool of volunteers. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems, under the supervision of the Field HR Deputy Director.

 

IV.                Fiscal Responsibility

  • Manages Petty Cash for the Field HR Department. 
  • Recommends travel and lodging arrangements for approval by Deputy Director of Field HR (or Director of Finance).  Also makes arrangements within agreed-upon guidelines, using own MSF credit card. Codes and submits travel and hotel request forms including information about re-billing to operational sections.
  • Responds to requests for volunteers to receive vaccinations, medical screenings, visas etc.  Assists volunteers to submit expense reimbursement forms.
     
  • Acts as liaison with national vaccination chains that are contracted to provide immunizations for departing field staff.  Compiles authorization forms and submits to Finance along with monthly invoices.
     
  • Confirms credit card expenditures when utilized by other members of the department.
     
  • Verifies expenditures and processes reimbursements for international staff expenses.

 

V.                  Extent of Public Contact

 

Regularly greets field staff and assists them throughout their departure and return from the field.  Manages hotel, travel, and medical vendors, and supervises relations with State Department, consulates, etc. to obtain visas and other required documentation, as needed.  Supervises Recruitment Assistant’s interaction with applicants and assists with Information Days planning and presentation.

 

VI.                Physical Demands

 

While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions.  Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

VII.              Working Conditions, Travel and Environment

 

The duties of the job require regular attendance 5 days/week for a minimum of 35 hours.  Must be available to work before 9:00 am, after 5:00 pm or on weekends, as required.  Must be able to travel as required for standard domestic and international business travel.

 

VIII.            Qualifications:

 

Required:

  • Minimum three years directly related experience plus Bachelor's degree or equivalent combination of education and experience.
     
  • Keen attention to detail with ability to track multiple projects at one time.
     
  •  Ability to prioritize ongoing vs. immediate needs appropriately
     
  • Demonstrated supervisory skills and experience.
     
  • Strong interpersonal and written and oral communications skills
     
  • Strong computer literacy, including ability to use word processing and spreadsheet and HR database software and to search the internet for research purposes.
     
  • Ability to handle a large volume of work
     
  •  Outstanding proven time management and organizational skills
     
  •  Ability to work with a minimum of supervision
     
  • Excellent judgment and diplomacy
     
  • Genuine interest in and commitment to the humanitarian principles of MSF.
     
  • Ability to write routine business correspondence, and internal memos.

 

Preferred

  • Fluent French
  • Experience making travel arrangements including visas

 

How to Apply

 

To apply, send letter of interest/cover letter and resume to: employment.msfusa@newyork.msf.org, ATTN: Field HR Associate before September 23rd, 2016.  Any applications submitted without letter of interest/cover letter will not be considered.

 

Salary – Mid to high 50’s. Comprehensive benefits provided. Generous paid time off. A friendly, supportive environment with growth potential.

 

 Please note that MSF will not sponsor any visas for this position and relocation assistance cannot be provided.

 

No calls please.

Field HR Recruitment Events Assistant

Department:              Field Human Resources

Type:                          Part-time; Non-Exempt

 

I.                   Purpose of the Job:

The Field HR Recruitment Events Assistant is responsible for the development and implementation of key administrative components of MSF-USA’s Field Human Resources recruitment outreach strategies. He/she will perform administrative functions to support the Field HR Recruitment Coordinator, with a particular emphasis on preparing the team’s recruitment events, including information sessions, targeted talks and national and regional conferences.

 

II.                Essential Functions and Responsibilities:

Recruitment Outreach Administration (80%)

Act as primary administrator in the Field HR department for all recruitment outreach activities, including information sessions, targeted talks, recruitment webinars, social media strategy, national conferences, university events, other recruitment-driven events, and distribution of recruitment materials. 

Work directly with the Field HR Recruitment Coordinator to create and implement outreach plans and to identify target profiles for MSF recruitment. Research ways to reach these target groups, and devise and implement recruitment activities. 

Maintain contact databases of recruitment events and outreach contacts and manage tools necessary to perform production of recruitment webinars and meetings (e.g. GoToWebinars, GoToMeetings).

Arrange logistics and promotion related to MSF presence at all outreach events by contacting and sending email blasts, preparing and shipping materials, liaising with vendors for venues, booths, a/v equipment, refreshments and so on.

Manage upkeep of recruitment pages of MSF-USA website, including writing and updating content (on profile pages, FAQs, etc.), providing input on design and flow of recruitment pages/application process, and compile regular analytics reports on key performance indicators for the recruitment team.

Create and manage social media (Facebook, Twitter, LinkedIn, Instagram, etc.) postings and placement for recruitment purposes in coordination with MSF-USA Social Media Manager.

Coordinate travel arrangements and accommodations for Field HR recruiter’s outreach trips.

Evaluate and confer with Recruitment Coordinator to review achievements and discuss required changes in goals or objectives related to effectiveness of FHR outreach efforts.

Cross-departmental collaboration (20%)

Work with Communications team by supporting placement of advertisements for recruitment purposes, helping to develop social media strategy for recruitment and retention purposes, and supporting day to day of social media campaigns.

Attend regularly scheduled staff meetings and Program Updates and several annual office-wide debates to participate in information sharing across all departments, and stay informed on important MSF topics so as to be able to contribute to the organization’s ongoing development.

Participate in cross-departmental teams and committees as needed, specifically to represent the needs of the Field HR department.

 

III.             Supervisory Responsibilities:

 

Does not supervise staff, but may coordinate activities with office interns and/or volunteers on an as needed basis.

As assigned by the Field HR Recruitment Coordinator, oversees the work of external consultants and acts as primary administrative contact with vendors.

IV.             Fiscal Responsibility

Make arrangements within agreed-upon guidelines, using own MSF credit card. Code and submit venue bookings, research materials, shipping costs, travel and hotel request forms including information about re-billing to operational sections.

V.                Extent of Public Contact

Regularly represent MSF to recruitment event partners (schools, event venues, conference coordinators, outreach contacts, former MSF employees) and travel vendors.  Within MSF-USA, interact with all levels of staff, Board, and returned volunteers to stay abreast of MSF issues and to facilitate aid workers’ participation in recruitment and public events.

VI.             Physical Demands

While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions.  Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

VII.          Qualifications

·         Minimum 2 years directly related work experience plus Bachelor's degree; or equivalent combination of education and experience.

·         Excellent interpersonal and written and oral communication skills.

·         Ability to meet deadlines and support implementation of high quality events.

·         Ability to work independently, move projects from conceptual stages to launch, and handle multiple and often competing deadlines.

·         Strong computer literacy, particularly in Excel, database software, using the internet for research purposes, and PowerPoint.

·         Proven ability to handle and prioritize a large volume of work.

·         Proven time management and organizational skills; keen attention to detail with ability to prioritize and track multiple projects at one time.

·         Genuine interest in, and commitment to, the humanitarian principles of MSF.

·         Strong interest in event planning, international human resources, recruitment, or public education.

·         Available for event staffing, as needed, on evenings and weekends.

 

Preferred:

·         Experience in the use and management of social media, e-mailing list software (listserv), Eventbrite, and HR information systems.

·         Knowledge and interest of international affairs and/or activist background.

·         Demonstrated knowledge of MSF field activities.

·         Experience in event planning.

 

How to Apply

To apply, send letter of interest/cover letter and resume to: employment.msfusa@newyork.msf.org, ATTN: Field HR Recruitment Events Assistant before September 30th, 2016. Any applications submitted without letter of interest/cover letter will not be considered.

Starting wages: $25-26/hour with occasional opportunity to work additional hours.  Generous paid time off. A friendly, supportive environment with growth potential.

Please note that MSF will not provide any visa sponsorship or relocation assistance for this position. No calls please.