Desk Associate
Doctors Without Borders/Médecins Sans Frontières (MSF) is an independent international medical humanitarian organization that delivers emergency aid in nearly 60 countries to people whose survival is threatened by violence, neglect, or catastrophe, primarily due to armed conflict, epidemics, malnutrition, exclusion from health care, or natural disasters. MSF provides independent, impartial assistance to those most in need. MSF reserves the right to speak out to bring attention to neglected crises, to challenge inadequacies or abuse of the aid system, and to advocate for improved medical treatments and protocols.
The New York office of MSF seeks a Desk Associate to manage and conduct administrative functions of the Desk within the Program Department to support the placement, departure and return of field staff.
The Desk Associate works closely with the 2 Desk HR Officers in charge of the countries and supervises the work of 1Desk Assistant, and coordinating the work with his/her counterpart in the Paris HQ.
The Desk Associate will also provide administrative support to the Desk HR Officers to facilitate communication and data exchange among the NY and Paris HR Departments as well as between Operations in Paris and the rest of the NY Desk Team.
Position responsibilities:
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Acts as a point of contact among Desk HR Officers and works with them to keep contents of briefing packets up-to-date. Recommends and makes improvements to briefing packets and basic arrival/departure information for each desk country as well as maintaining accessible and updated files as needed for each country.
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Hires, manages and evaluates Desk Assistant, interns/volunteers as needed for the Desk.
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Executes and maintains updated procedures for the procurement of all work permits and/or visas for field staff for the desk countries as well as supervising similar processes completed by Desk Assistant.
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Guides and supervises the Assistant in conducting negotiations with embassies to facilitate the visa process, as necessary.
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Conducts administrative portion of volunteer briefings and debriefings for assigned pool of departing and returning volunteers.
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Arranges travel, lodging, per diem and vaccinations for staff and arranges complex travel for the entire NY desk and international visitors including accommodations, trains, flights, visas, and car rentals as necessary.
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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).
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Maintains departure files in NY office of pertinent information for international staff and manages electronic file system of documents for international staff on mission with the desk.
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Maintains files, both electronically and paper, for all US expats who go on mission for the desk,
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Schedules in-person/videoconference/telephone de/briefings as applicable for all desk departures in country of origin, Paris or NY. Keeps de/briefing system up-to-date. Informs all relevant parties of scheduled de/briefings.
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Assists the Logistics Supervisor in supply; procurement, storage as needed, shipment of goods to different country missions managed by the Desk.
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Manages new members, interim positions, and visitors to the desk including financial, accommodation, and orientation/welcome to the MSF-USA office, as well as collaborating with headquarters in Paris to make sure the same is done for the desk when they are there. Arranges presentations for MSF-USA associated with the desk, as needed.
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Reviews and codes departmental invoices, credit card statements, and assists with preparation of expense reports for all desk members. Manages and creates annual NY Desk budget and presents for discussion and approval with Desk Manager.
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Participates and takes minutes at all Desk meetings.
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Attends regularly scheduled staff meetings and Program Updates and several annual office-wide debates (as time permits) 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.
Qualifications Required:
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Minimum three years directly related experience plus Bachelor's degree or equivalent combination of education and experience.
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Strong interpersonal and written and oral communications skills
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Excellent judgment and diplomacy
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Outstanding proven time management and organizational skills
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Ability to handle a large volume of work
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Ability to prioritize ongoing vs. immediate needs appropriately
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Keen attention to detail with ability to track multiple projects at one time.
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Ability to work with a minimum of supervision
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Demonstrated supervisory skills and experience.
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Strong computer literacy, including ability to use word processing and spreadsheet and database software and to search the internet for research purposes.
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Genuine interest in and commitment to the humanitarian principles of MSF.
Preferred
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Fluent French
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Experience making travel arrangements including visas
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Experience in processing invoices, expense reports, credit card statements, etc.
Starting salary: Low 50s, plus excellent benefits and opportunities for professional growth and development.
To apply, send cover letter and resume by to employment.msfusa@newyork.msf.org, ATTN: Desk Associate Search.
Application deadline: November 7, 2012.
No calls please.
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