Reports to: Desk Manager
Supervises: Desk Assistant and/or Desk intern, volunteers as needed
Type: Full-time; Exempt
I. Purpose of the Job:
Manages and conducts all administrative functions of the Desk within the Program Department. Manages the departure and return logistics of all field staff going to Desk countries. Works closely with Desk HROs in charge of the countries assigned to her/him, and supervises administrative work of Desk Assistant and/or Interns, as well as to work directly with the Field HROs managing these countries. Provides administrative support to the Desk HR Officers to facilitate communication and data exchange between the NY and Paris HR Departments as well as between Operations in Paris and the rest of the NY Desk Team. Acts as point of contact for the Desk with regard to the MSF-USA office.
II. Essential Functions and Responsibilities:
Travel Administration for Desk Members and Field Staff (40%)
Requests and processes departure and return forms for all staff going/returning from assigned countries.
Arranges complex domestic and international travel, lodging, visas, work permits, and vaccinations for staff going to and from the Desk countries, in a prompt manner, while managing frequent changes in scheduling and potential emergencies.
Coordinates with partner sections, the Desk, expats, and the field to arrange the best travel option; while informing all relevant parties of international field staff movements.
Manages and distributes per diems and reimbursements for field staff and Desk members and creates reports for submission to the finance department.
Follows the varying protocols in each country context, informs capital administrators of field staff and Desk member arrivals in a timely manner including providing field staff credentials for in-country registration where appropriate.
Liaises between travel agencies and the capital administrator to arrange the most cost-effective transportation for staff returns.
Codes all flight, hotel, and per diem expenditures for Desk countries according to finance protocols used in Paris and New York and gives to appropriate Desk member for approval.
Compiles and maintains updated travel information including specific hotel usage, travel agents, regularly used flight schedules and prices, and preparation of ‘travel packet’ for departing staff.
Collaborates with teams in the field to establish and/or update departure and return procedures that maximize efficiency and reflect the goals of MSF-USA, the Desk, the field, and the operational center.
Processes requests for expats to receive vaccinations, medical screenings, cold chains, etc. Liaises with clinics to maintain direct-billing relationship.
Integrates data regarding departing international employees into MSF-France HR database (e.g. entering emergency contact information, travel information, passport details, and appropriate status codes).
Integrates data regarding departing domestic employees into both MSF-France HR database and MSF-USA database (e.g. entering emergency contact information, travel information, passport details, and appropriate status codes).
Manages and re-categorizes, as appropriate, electronic and paper files in NY office of pertinent information for international field staff as it relates to their field assignment.
Ensures the accuracy and completion of updates in two databases: Desk de/briefing schedule and MSF-USA office de/briefing schedule.
Schedules a high volume of daily (in-person/videoconference/telephone) briefings and debriefings as applicable for all Desk movements in country of origin, Paris, or NY.
Exercises discretion and maintains confidentiality surrounding sensitive cases. Keeps de/briefing system up-to-date and circulates to all relevant parties.
Acts as a point of contact for Desk HR Officers for de/briefing schedule and works with them to keep contents of de/briefing information up-to-date.
Acts as a point of reference for the PSCU regarding sensitive information pertaining to US field staff.
Conducts administrative portion of expat briefings and debriefings for departing and returning staff. This covers outstanding expenses, per diem, logistics, accommodations, as well as preparing mission orders and updating ID cards for travel.
Welcomes field staff back to the office.
Creates weekly reports for the Desk HRO’s and counterparts in Paris with an up-to-date account of all field staff movements in Desk countries so that weekend activities or potential emergencies are outlined in advance.
Creates an organized and efficient system for occasional exchange of countries on the NY Desk. In collaboration with counterparts in Paris and NY, manages the transition of all files and departures/returns when adding or reducing the country-load to the NY Desk.
Recommends and makes improvements to briefing packets and basic arrival/departure information for each desk country.
Leads in the development and implementation of travel policies for MSF-USA vis-a-vis making arrangements within agreed-upon guidelines.
Monitors and evaluates current standards and procedures of MSF travel policies in order to recommend travel and lodging improvements for approval by MT member.
Contributes to Annual Plan for the Desk - setting objectives for the coming year and evaluating progress from previous year to be submitted to Desk Manager for approval.
Manages all stages of interviewing and hiring of interns in accordance with the MSF-USA’s semester schedule. Trains and delegates tasks to interns, and occasional Desk volunteers.
Acts as first point of contact for Domestic HR and Field HR regarding contract dates for US field staff and insurance paperwork for Desk countries.
Acts as first point of contact for the Finance Department regarding questions associated with Desk expenditures.
Acts as first point of reference for the Communications department with regard to arranging BBLs or other presentations for MSF-USA associated with expats in Desk countries.
Manages and/or supervises the procurement of all work permits and/or visas for field staff and Desk members for the Desk countries as processed by Desk Intern and/or Desk Assistant.
Collaborates in the interviewing, hiring, and training of employees in two other departments, Field HR and Programs.
Coaches colleagues on the Desk and in selected departments to ensure success in the selection and on-boarding process for new employees and to create a dynamic and functional team.
In conjunction with the Programs department and Paris HQ, manages the logistics for annual events (GA, MAPs, Surgical Days, Coordo Week etc.), including travel and accommodations for participants, as needed.
During absences, remotely covers the position of ‘Desk Associate counterpart in Paris’ while delegating, coaching, and explaining objectives to additional support staff in Paris.
Administrative Support (20%)
In compliance with security protocols, manages and files highly sensitive field staff information for all individuals in high-security desk countries and informs the ongoing discussion of protocols. Participates in disseminating the communication of this policy across HQ, the desk, and the field.
Maintains and refines, as needed, organizational tools for:
- Desk member travels, desk meetings, desk reminders
- Flights (including departure and arrival times) for respective desk country expats, all field visits, and other visitors that pertain to desk issues
- Desk and MSF-USA de/briefing schedule
Fully manages development and administration of annual Desk finances:
- collaborates in planning the annual department budget for submission to and approval from finance;
- reviews and codes departmental invoices and credit card statements.
Maintains hard copy and electronic filing systems for all expenditures.
Maintains Desk operational library and files periodic Desk operational updates including dissemination of information and follow up.
Manages Desk personal information: electronic and hard copy files including updated passport and visa scans, proof of life, and photo.
Supports the integration and on-boarding process for new Desk members, interim positions, and visitors to the Desk including per diem, long-term accommodation, flight, workspace arrangements, and orientation/welcome to the MSF-USA office.
Participates in and takes minutes at Desk meetings, as needed.
Logistic Support to the Desk
Supervision and administration of the ‘casier de depart’ (transport of documents/packages) making sure all items regularly go to the field and/or Paris.
Supports in maintaining logistics stock in MSF-USA office, such as MSF T-shirts, medical evacuation cards, ID cards and similar items; requesting orders as needed.
Ensures the centralization of all updates to Desk field projects’ contact information.
Interdepartmental and Cross-Administration (20%)
Field Human Resources
Liaises with Field HR Associate/Assistant to coordinate workflow as US staff are placed on assignment in Desk countries.
Covers the responsibilities of the Field HR Associate during absences and confers with supervisors about support staff when relevant.
Collaborates with Field HR to ensure that guidelines and protocols regarding visas and visa services for current Desk countries are centralized and accessible to the Desk and Field HR departments, and that they are updated promptly as changes occur.
Regularly collaborates with Field HR Managers to evaluate and plan best practices associated with field staff departures/returns and MSF-USA policies implementation.
Participates in and contributes to weekly Field HR meetings.
Attends and assists during Information Days, as needed.
Communication and Office Outreach
Liaises with the Communications Assistant and Association Coordinator to schedule Comms de/briefings with field staff on assignment in Desk countries.
Informs MSF-USA of all NY Desk member movements and international expat presence and/or visitors to the Desk in the MSF-USA office.
Attends regularly scheduled staff meetings and several annual office-wide debates (as time permits) to participate in information sharing across all departments, and stays informed on important MSF topics to be able to contribute to the organization’s ongoing development.
Reviews proposals from various vendors to determine with whom MSF will sign a contract.
Within the values of MSF-USA, reviews and assesses current office-wide travel procedures to ensure best practices.
Meets with NYC hotels to develop a business partnership. Liaises with travel agents to improve quality of service based on MSF needs.
Other duties, as assigned.
III. Supervisory Responsibilities
Manages a fluctuating pool of interns/volunteers for the Desk as needed. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees/interns; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
IV. Fiscal Responsibility
Through analysis and synthesis of previous expenditures, manages and creates annual NY Desk budget and presents budget to Desk Manager for collaborative discussion and approval.
Monitors expenses and recommends budget revisions during mid-year budget revision process, keeping in line with the approved Desk budget.
Manages all expenditures for Desk expats including, but not limited to, per diem, flights, hotels, medical visits, Fedex accounts, visas and work permits, translation services.
Manages petty cash for the entire Desk Department and creates monthly reports for Desk Finance Officer and Finance Department.
Solely responsible for coding and submitting booking forms to Finance including information about re-billing to operational sections.
Collaborates with the MSF-USA Finance department to ensure that all credit card expenses are updated in Expense Watch in a timely manner.
V. Extent of Public Contact
Ensures excellent customer services by greeting expat staff and assisting them throughout their departure and return from the field. Manages hotel, travel and medical vendors, and supervises relations with State Departments, consulates, embassies, etc. to obtain visas and other required documentation, as needed.
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.
Send letter of intent/cover letter and CV to: Employment.email@example.com, Attn: Desk Associate. Any application submitted without letter of interest/cover letter will not be considered.
Salary – Mid 50s, salary commensurate with experience. Great benefits. Generous paid time off. A friendly, supportive environment with growth potential.
Please submit applications by: May 3rd, 2017
If applicant is not based in New York, please indicate in cover letter ability to relocate. Note that no relocation or immigration assistance can be provided.