Desk at MSF office
Visit during the Press conference for the opening of the not accompanied minors center in Pantin.
Press conference at the center for unaccompanied minors in Paris.

Médecins Sans Frontières (MSF) ouvrira le 5 décembre à Pantin un centre d’accueil pour jeunes migrants non accompagnés et d’orientation médical et administratif destiné à leur venir en aide.
25 000, c’est le nombre estimé de jeunes qui vont demander le statut de mineurs non accompagnés en France en 2017. Ce centre apportera à ces jeunes qui se déclarent mineurs non accompagnés un soutien grâce à quatre pôles d’activités : juridique, soins somatiques, santé mentale et vie sociale. Avec le soutien de plusieurs associations (ADJIE, Safe Passage, Le COMEDE et les avocats du barreau de Paris et de Seine Saint-Denis), les équipes MSF assureront aux jeunes un suivi de leur situation et un soutien dans leur parcours.
Médecins Sans Frontières will open on december 5th at Pantin a reception center for unaccompanied minors migrants and of orientation medical and administrative intended to help them.
25 000, it is the estimated number of young people who are going to ask for the status of minors not accompanied in France in 2017. This center will bring to these young people who declare themselves minors not accompanied a support thanks to four sectors of activity: legal, somatic care, mental health and social life. With the support of several associations (ADJIE, Safe Passage, Le COMEDE and the lawyers at the Paris bar and Seine Saint-Denis), the MSF team will assure to the young people a follow-up of their situation and a support in their route.
FRANCE 2017 © Antoine Kremer/MSF
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Current job openings

Doctors Without Borders/Médecins Sans Frontières (MSF) has exciting opportunities in our New York office for individuals who are passionate and dedicated to our mission of providing emergency medical aid to people affected by conflict, epidemics, disasters, or exclusion from health care.

Learn more about our behavioral commitments, and about our commitment to diversity, equity, and inclusion.

To apply for a position, please email your resume and cover letter to employment.msfusa@newyork.msf.org.

Office Services Specialist

Department

The Office Services department creates and maintains an accessible, comfortable, and efficient office environment that fosters communication, collaboration, and exchange of ideas.  The department is responsible for maintaining the physical space, responding to staff needs and requests, offering fully stocked office and café supplies, and provides a safe and secure environment.

 

Project

The Office Services Specialist, Facilities, is responsible for efficiently operating and maintaining the varied functions of the front desk including, but not limited to operating a multi-line telephone system, greeting guests, maintaining conference room calendar, managing incoming and outgoing mail and deliveries (UPS, USPS, FedEx, couriers, etc.), stocking café and office supplies, upholding the appearance of all common areas, and supporting all other Office Services functions as required.

The specialist is also responsible for simple, regular maintenance tasks such as changing of filters and strainers, hanging of pictures, and minor repairs.  This position requires availability to work a flexible full-time schedule between 8:00 am and 6:00 pm.

 

Tasks

Office Management

  1. Efficiently and effectively route/reply to all incoming calls and inquiries by
    • answering, determining purpose, and forwarding calls to appropriate personnel or department
    • responding to callers when appropriate with knowledge of MSF as an organization, and ability to refer callers to specific portions of the website and to outside organizations when appropriate while always maintaining a positive, helpful, and empathic tone
    • handling a large volume of calls with discretion and good judgment
    • coordinating with donor services and the development team regarding donor callers
    • coordinating with the communications dept. regarding organizational responses to crises and statements that are to be made to the public because of natural disasters, man-made conflicts, epidemics/endemics, malnutrition, and general lack of access to health care
    • managing the general office voicemail box, forwarding messages to appropriate parties and responding directly when appropriate
    • managing the program inquiries mailbox, forwarding messages to appropriate parties as well as updating, editing and maintaining the general response templates
  2. Provide a welcoming experience to all staff, interns, volunteers, vendors, and volunteers by
    • Keeping a well-kept and inviting reception area
    • Acknowledging visitors, determining the nature of their visit and connecting them with the appropriate person
    • Coordinating with Field HR regarding the expat calendar and schedule and greeting expats during their briefing and debriefing at MSF-USA
    • Coordinating with the office volunteer coordinator regarding daily and long-term volunteers and their reporting procedures
    • Providing office tours to new hires and special guests which include the proper use of café appliances, where to retrieve office supplies, and locations of bathrooms and emergency/fire exits
  3. Manage conference rooms by
    • overseeing the shared office-wide calendars for any double bookings or discrepancies
    • assisting staff with room reservations as well as resolving scheduling questions, conflicts, and disputes
    • completing staff requests for room set-up, supplies, support, and/or catering
    • assisting with simple AV requests, such as connecting laptops for presentation
  4. Maintain adequate office and café supplies by
    • taking weekly inventory
    • requisitioning supplies as needed
    • restocking when supplies arrive
  5. Maintain an efficient, safe and comfortable office space by
    • quickly responding to all staff requests via Zendesk
    • allowing only authorized people entry to the office
    • making temperature adjustments via the BMS
    • communicating with the cleaning staff about any issues that require their attention
    • performing daily inspections of all public areas and correcting and or documenting necessary adjustments or repair
    • performing light maintenance duties as needed
  6. Perform other miscellaneous tasks such as
    • coordinate, schedule, and maintain logs and receipts for the office’s courier service
    • maintain office contact list as well as the out of office calendar
    • Retrieve and route incoming faxes

RESPONSIBILITIES:  Facilities

  • Respond to staff complaints of facility repair.  Diagnose if it can be fixed or if outside vendor is needed.
  • Assist with moving boxes, furniture, and packing or unpacking of stored off-site materials.
  • Directly work with outside vendors as they perform their work; helping and possibly learning how to perform the repair in the future.

 

Requirements

Minimum two years related work experience; Associate degree highly preferred or equivalent combination of education and experience.  Familiarity with the work of MSF helpful.

  • Strong interpersonal and communication skills, including ability to create a welcoming presence for our visitors and staff.
  • Demonstrated ability to screen incoming calls and visitors with discretion and judgment.
  • Ability to read, interpret, and comprehend documents such as floor plans, safety rules, procedure manuals, etc.
  • Basic computer literacy, including the ability to use word processing, email and spreadsheet software.
  • Basic knowledge and ability to handle tools and make simple repairs.
  • Ability to lift and carry up to and including 50lbs., sit, stand, kneel, and climb ladders and stairs.

Type

HQ

 

Pay Class

Full Time Non-Exempt

 

Contract Type

Open ended Contract

 

Additional Information

Starting salary high 40s to low 50s  (commensurate with experience).

 

Desired Hiring Date

April 1st, 2019

 

Working Time %

100,00

 

How to Apply

To apply, send letter of interest/cover letter and resume to: employment.msfusa@newyork.msf.org,  

ATTN: “Office Services Specialist” position. Submissions without cover letter will not be reviewed. No phone calls please.

Please note that neither relocation assistance nor visa sponsorship will be offered for this position.

Application Deadline: March 22nd, 2019

 

 

Office Services Coordinator

Department

The Office Services department creates and maintains an accessible, comfortable, and efficient office environment that fosters communication, collaboration, and exchange of ideas.  The department is responsible for maintaining the physical space, responding to staff needs and requests, offering fully stocked office and café supplies, and provides a safe and secure environment.

 

Project

The Office Services Coordinator runs the daily office services function for MSF-USA. The Office Services Coordinator is responsible for making sure that everything is running in a smooth and efficient manner, particularly the work done by the Office Services administrative staff.  The office services coordinator is responsible for on/off boarding newcomers to all areas related to office services, fire safety and security, as well as maintaining supplies appropriate for MSF-USA operations. The Office Services Coordinator maintains good vendor relationships and assists with the management of facility and office services contracts and services.  The Office Services Coordinator works directly with all departments to evaluate and fulfill needs of their departments.  The Office Services Coordinator works under the direction of the Director of Facilities & Office Services and represents the director as needed.

 

Tasks

  1. Maintain office and cafe supply levels by
    1. placing orders with vendors as requested by Office Services administrative staff or other office staff
    2. following up on all outstanding orders and communicating with vendors to correct or change orders as needed
  2. Enhance the performance of the Office Services administrative staff, interns and/or volunteers by
    1. direct supervision, training, goal setting and evaluating
    2. fostering a motivated, positive, and helpful atmosphere at the front desk
    3. coordinating time off and providing front desk backup support as needed
    4. providing information with an updated Office Services Standard Office Procedure Guidebook
  3. Manage all aspects of incoming/outgoing mail services including all express shipments by
    1. sorting all incoming and outgoing mail and posting all outgoing mail
    2. providing point of contact for mail delivery service, all overnight services (FedEx, DHL, UPS)
  4. Manage off-site document retention by
    1. sending and retrieving files or other material
    2. maintaining inventory of off-site storage
    3. ensuring destruction of outdated items in conjunction with file/item owner
  5. Ensure quick and appropriate responses to Zendesk requests by
    1. tracking all tickets through completion
    2. assisting Office Services administrative staff as needed to complete requests
    3. informing Director, Facilities & Office Services of any outstanding requests or requests that need the director’s direct involvement
  6. Provide for staff safety and comfort while in the office by:
    1. administering the security system, including access, surveillance, and coordination with the building’s lobby staff regarding daily and long-term access
    2. responsible for maintaining and updating the Cooling Tower Water Management binders as well as attending all relevant meetings and keeping notes of all necessary procedures which keeps the cooling tower in compliance with the Department of Health of NYC and NYS
    3. working on the BMS (Building Management System) to regulate the temperature throughout the office as per staff requests/complaints
    4. assisting with the emergency preparedness and response plan, helping with the
      1. recruitment of staff volunteers
      2. arranging for necessary training
      3. ensuring fire extinguisher and AED maintenance
      4. participating in all trainings and drills
    5. providing point of contact for night cleaning crew to ensure the nightly cleaning and adherence to recycling and trash disposal as mandated by the building
  7. Participate in procurement process by:
    1. placing orders for goods and services as requested
    2. attending vendor meetings to tackle any issues and ensure optimal efficacy and communication
    3. researching and recommending new vendors to the director
    4. processing invoices, including attaching proof of request and receipt and verifying account codes for director approval

 

Physical Demands

  1. While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work.  In addition, the duties require lifting boxes of up to and including 50lbs.; moving and storing conference room furniture (chairs and tables; adjusting moving partitions); climbing ladders and changing light bulbs; re-arranging and adjusting modular furniture, etc.
  2. 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.

 

Qualifications

  • Associate degree or equivalent from two-year College or technical school and 3 to 5 years’ office management experience; or equivalent combination of education and experience.  Familiarity with the work of MSF required.
  • Impeccable interpersonal and communications skills.
  • Demonstrated ability to manage staff and multiple priorities.
  • Ability to effectively present information to visitors, vendors, donors, and other employees of the organization.
  • Ability to read, interpret and comprehend documents such as safety rules, operating and maintenance instructions, procedure manuals, and floor plans.
  • Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
  • Ability to deal with problems involving a few concrete variables in standardized situations.
  • Ability to read and comprehend simple instructions, short correspondence, and memos.
  • Ability to write simple correspondence.
  • Basic computer literacy, including ability to use word processing and spreadsheet software and to search the internet and navigate new user interfaces to use vendor accounts online.

 

 

Type

HQ

 

Pay Class

Full Time Non-Exempt

 

Contract Type

Open ended Contract (This position is permanent, so we put Open Ended Contract)

 

Additional Information

Starting salary high 50s to low 60s (commensurate with experience).

 

Desired Hiring Date

April 1st, 2019

 

Working Time %

100,00

 

How to Apply

To apply, send letter of interest/cover letter and resume to: employment.msfusa@newyork.msf.org,  

ATTN: Office Services Coordinatorposition. Submissions without cover letter will not be reviewed. No phone calls please.

Please note that neither relocation assistance nor visa sponsorship will be offered for this position.

Application Deadline: March 22th, 2019

 

 

International Human Resources Associate

Department

The Domestic Human Resources Department (Domestic HR) ensures that the organization’s US domestic human resources and facilities management are sufficient to allow the organization to carry out its mission effectively and efficiently.  The Domestic HR Department is responsible for the payroll and benefits administration, recruitment, training, benefits and HR compliance of MSF-USA HQ staff and operations.  

 

Project

The HR Associate provides administrative support to our field staff of 400+ employees in all areas of HR including recruitment, payroll and benefits administration, training, and coordinating staff events.

 

Tasks

 

  1. Essential Functions and Responsibilities:

 

Payroll & Benefits Administration (50%)

Works with senior staff to develop, review and maintain appropriate content for briefing packages for Expatriate staff

 

Contacts new Expatriate as assigned to explain MSF-USA’s compensation package, and all contents of briefing packages; ensures that new staff complete all relevant paperwork

 

Ensures that departing staff complete all relevant paperwork; follows up for any missing paperwork

 

Assists senior staff with the preparation of payroll and benefits information for international staff so that Finance can process and execute payroll, reconcile benefits statements and account for all expenses promptly and accurately

 

Conducts all in-person Briefings and Debriefings for Gynecologist, Anesthesiologist, and Surgeon pool

 

Conducts all phone Briefings and Debriefings for Expatriate staff departing or returning direct home

 

Works with senior staff to develop, review and maintain comprehensive new hire and termination check lists for both departing field staff and for internal use on briefings and debriefings

 

Processes benefits enrollments and changes for current staff and assists staff to make changes for themselves on vendor websites

 

Liaises with benefits vendors to facilitate good customer service for field staff and ensure MSF is handling enrollments and transactions correctly

 

Supports Expatriate staff with early enrollments when applicable and ensures they have proper documentation for release of bulk medical prescriptions

 

Provides direct support to Expatriate staff regarding payroll and benefits issues

 

Manages payroll files that are stored in the digital filing system

 

Analyzes salary discrepancies and calculates salary amount owed to staff member or to MSF prior to Manager or Director approval

 

Calculates and processes salary adjustments for staff when applicable

Maintains employees seconded by Operational Centers, including their differing salary grid and benefits offerings

 

Maintains International HR Benefits Portal, ensuring handbook, policies, and benefits are up-to-date

 

Conducts annual Paid Family Leave and Affordable Care Act reporting and audits

           

Maintains trainings for all Expatriate staff with Field HR admin team

 

Maintains and analyzes employees utilizing Unemployment benefits

 

Prepares employment verification, malpractice insurance, health insurance and custom employment letters for former expatriate staff.

 

Human Resources Systems (30%)

Maintains and updates ADP and Symphony HRIS systems with expatriate new hires, rehires, terminations, demographic information, and payroll information.

 

Works with the International HR Manager and Field HR on updating the international database, including occasional overhauls to check at information has been correctly entered.

 

Identifies systems that can be improved, proposes changes to International HR Manager and implements new system.

 

Assists the International HR Manager with any movement wide systems changes by providing administrative support.

 

Supports change management to new Symphony HRIS, including frequent meetings with Symphony team to conduct parallel payrolls, troubleshoot issues, and prepare for system go-live.

 

Acts as Psuedo – Operation Center Role in order to perform managing office and contracting office actions for all departures, returns and change to assignments for Symphony HRIS system.

 

General Administrative duties (20%)

Updates and maintains electronic employee files and records in accordance with HR best practices and legal requirements

 

Assists with updates and maintenance of HR records.

 

Assists with the creation of HR communication tools (flyers, brochures, invitations, etc.) and HR forms

 

Performs clerical duties as needed, such as filing, photocopying, shredding, and collating

 

Attends regularly scheduled HR team meetings and HR Retreats to coordinate activities; contributes to the creation of the HR Annual Plan

 

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 to be able to contribute to the organization’s ongoing development

 

Attends two weekly Field HR meetings with admin team and HRO team to discuss both urgent and long-term projects and to discuss week’s departures and returns

 

Creates and maintains blueprint for International HR team processes and workflow

 

Provides support on long-term HR department projects

 

Provides full coverage for International HR Manager during absences

 

Serves as core member of Wellness Committee, planning and executing office-wide Wellness events

 

Serves as minute-taker for DAF-NY Meetings.

 

  1. Supervisory Responsibilities:

Supervises one or more office volunteers or interns who work on specific clerical, administrative projects in support of the department; Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training unpaid staff; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Works with IHR Manager to maintain IHR internship integrity, including the creation of weekly HR problems for intern to develop higher-level problem-solving skills and management of real-life scenarios.

 

  1. Fiscal Responsibility

Supports the record-keeping for all payroll and benefits for US Expatriate staff, as well as for US Domestic staff. 

 

  1. Extent of Public Contact

Routinely interacts with and represents MSF to domestic and international staff, interns and volunteers during recruitment, onboarding and at departure.  Works with US benefits vendors to answer questions and resolve problems for employees.

 

  1. 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.  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.

 

  1. 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.

 

Qualifications

  • Minimum 2 years relevant administrative work experience, preferably in Human Resources, plus a Bachelor’s Degree, or equivalent combination of training and experience.
  • Proven time management and organizational skills including keen attention to detail and the ability to prioritize ongoing vs. immediate needs appropriately.
  • Excellent interpersonal and communications skills, including ability to effectively present information to job applicants, vendors, and other employees of the organization.
  • Strong computer literacy, including ability to use Microsoft Word, Excel and Outlook
  • Previous experience working with HRIS systems.
  • Ability to write business correspondence, and internal memos.
  • Strong motivation for working in a non-profit environment

 

Type

HQ

 

Pay Class

Full Time Non-Exempt

 

Contract Type

Open ended Contract

 

Additional Information

Starting salary high 50s to low 60s (commensurate with experience).

 

Desired Hiring Date

June 17th, 2019

 

Working Time %

100,00

 

How to Apply

To apply, send letter of interest/cover letter and resume to: employment.msfusa@newyork.msf.org,  

ATTN: International Human Resources Associate”position. Submissions without cover letter will not be reviewed. No phone calls please.

Please note that neither relocation assistance nor visa sponsorship will be offered for this position.

Application Deadline: March 22nd, 2019

 

 

Director of Systems

Department

The Systems Department in the U.S. office of Doctors Without Borders/ Médecins Sans Frontières (MSF) acts like the organization's central nervous system, providing the vital information infrastructure to ensure the smooth functioning of all its operations. The Systems Department is responsible for building, configuring and maintaining the technical architecture, both physical and virtual, which ensures MSF can achieve the ambitions of its mission.

 

Project

MSF-USA is currently seeking a Director of Systems to support MSF in carrying out its mission in an effective, efficient, ethical and accountable manner by overseeing the development and use of information technology (IT) in the organization. As the Director of the Systems Department, s/he is responsible for the successful execution of significant IT projects and for strategic and tactical planning, development, evaluation and coordination of the information systems at MSF- USA.

Reporting to the Director of Internal Operations, the Director of Systems is a member of MSF-USA’s extended management team, participating in developing collective decisions, setting priorities and making recommendations to the Board of Directors. The Director of Systems works in partnership with the directors of each department to ensure that all systems necessary to support the organization’s operations and objectives are in place.

 

Tasks

Position responsibilities:

Information Systems

  • Set objectives and strategies for the Systems Department
  • Oversee the implementation of suitable technology to streamline all internal operations and help optimize the strategic benefits of technology investments
  • Direct, organize, monitor and evaluate the information systems portfolio
  • Maintain the established Systems Development Lifecycle of the organization, ensuring that changes to production systems are authorized, documented, and tested 
  • Oversee the technological infrastructure (networks and computer systems) in the organization and its Business Continuity Planning
  • Enable the continued evolution of the information security program to ensure vital IT and data assets are classified and protected
  • Monitor changes or advancements in technology to discover ways MSF-USA’s public-facing and internal operations can become more efficient and effective
  • Guarantee an efficient level of technical support and training to MSF USA staff, the Board of Directors, Association members and other authorized users, in order to achieve an optimal level of system use and adoption
  • Identify, propose and implement best practices and shared project management methodologies within a scalable Agile framework for IT delivery
  • Contribute to knowledge consolidation (overall and specifically in the areas of responsibility of the position) in order to ensure transfer and retention of knowledge
  • Define, monitor, control and review the IS policies, processes, procedures and standards
  • Ensure IT investments lead to measurable, demonstrable benefits to the organization
  • Align portfolio, process and policy development with the different stakeholders within the MSF International Movement aiming at resources mutualization and establishment of best practices
  • Represent MSF-USA and the Systems Department in audits and compliance reviews for IT security, financial and fundraising system administration, the Payment Card Industry Data Security Standard (PCI-DSS) and the European General Data Protection Regulation (GDPR)

 

Management

  • Participates in developing and carrying out organization-wide goals and objectives, formulating and administering organizational policies, and in making decisions with an organization-wide impact as a member of the MSF-USA Extended Management Team
  • Defines the activities, resources (both human and financial) needed to accomplish the department objectives
  • Actively participates in group and international coordination and strategic planning with colleagues from other MSF sections
  • Appoints, manages, evaluates and motivates a team of over twelve (12) professional-level staff plus assistants, volunteers, interns and special project staff
  • Delegates authority consults with and guides staff to achieve goals.  Provides ongoing feedback in a context of mutual respect

 

Qualifications

  • A degree in Information Systems, Computer Science, Business Administration or related field and at least 8 years in management role, or equivalent education and experience. Masters preferred
  • Extensive experience with Agile and/or Lean Project Management; experience with Kanban and Scrum methodologies highly preferred
  • Extensive staff management experience with ability to provide leadership, innovation, motivation and constructive performance reviews to staff, securing their respective commitments to the organization’s goals
  • Demonstrated ability to communicate business value of Information Systems projects and to conceptualize and articulate Information Systems directions and choices
  • Excellent written and verbal communication skills demonstrated in previous roles that required communication with a broad and diverse set of partners
  • Ability to effectively present information in ways that are visually appealing and easy to understand; ability to respond to common inquiries from the Board of Directors, auditors, regulatory agencies, members of MSF and the NGO community, top management, staff, and the general public
  • Demonstrated success in roles requiring analytic, systematic thinking while managing multiple priorities.  Ability to anticipate and resolve problems in a timely manner by gathering and analyzing information skillfully
  • Demonstrated ability to collaborate and build work relationship with peers, especially in a management setting
  • Extensive experience in the configuration and deployment of SAAS CRM, ERP and HRIS platform technologies
  • Demonstrated knowledge of US non-profit sector
  • Knowledge and experience in evolving an IT organization towards compliance with PCI-DSS, GDPR, HIPAA and other information security and data privacy regulations
  • Genuine interest in and commitment to the humanitarian principles of MSF, and its commitment to transparency to its donors and employees
  • Ability to travel (approx. 10%) several times a year to Europe for network meetings
  • Residence in or relocation to the New York City area

 

Type

HQ

 

Pay Class

Full Time Exempt

 

Contract Type

Open ended Contract

 

Additional Information

Starting salary mid 110s to low 120s  (commensurate with experience).

 

Desired Hiring Date

TBD

 

Working Time %

100,00

 

How to Apply

To apply, send letter of interest/cover letter and resume to: employment.msfusa@newyork.msf.org,  

ATTN: Director of Systems”position. Submissions without cover letter will not be reviewed. No phone calls please.

Please note that relocation assistance and visa sponsorship will be offered for this position.

Application Deadline: April 29th, 2019

Field HR Recruitment Assistant

Department

The Field Human Resources Department (Field HR) is responsible for recruitment, selection, placement, and retainment of qualified and well-suited field staff to meet the growing needs of MSF field operations.

 

Project

The Field HR Recruitment Assistant is responsible for the development, performance and maintenance of the administrative components of MSF-USA’s Field Human Resources recruitment and training processes. He/She will perform administrative functions to support the Field HR application, interview, intake, selection and training process.

 

Tasks

Recruitment Administration (75%)

  • Manage the end-to-end process for field worker applications and candidacy within established timeframes
  • Act as the main point of contact for all public inquiries regarding the recruitment, application and selection process by maintaining both written and verbal communications with applicants including phone screening/interview invitations, rejection letters and responding to general queries
  • Act as primary administrator for the application databases (Formstack, Timetrade & Recruiterbox), including necessary data-entry, regular maintenance, applicant tracking and correspondence in a timely manner
  • Act as primary recruitment administrator for Symphony (HCM database), including data-entry, facilitation and administration of on-boarding process in system and communication of any changes within the system
  • Ensure clean and clear scheduling for selected fieldworker interviews according to the recruiters needs and directives
  • Process criminal background checks and act as primary focal point for vendor correspondence and invoice receipt
  • Organize all administrative aspects of Information Days and Welcome Back Days, including but not limited to sending invitations, coordinating travel & accommodations, ordering catering, preparing room, distributing per diem, processing expense reports, sending acceptance packages and filing employment documents
  • Analyze & provide recommendations, and implement improvements to recruitment process
  • Provide administrative support for specialized recruitment activities

Cross-departmental collaboration (25%)

  • Regularly Cross-trains with the Field HR Assistant or Associate to be able to support administrative functions related to fieldworker departures during absences
  • Makes transportation arrangements, organizes document authentication procedures, procures visas, manages database, and liaises with fieldworkers and operational center counterparts when covering for the FHR Assistant or Associate.
  • Administration of the MSF-USA Scholarship Fund and Medical License Reimbursement application. Including but not limited to, filing applications, communicating decisions, collecting and reimbursement of invoices / receipts.
  • Attend regularly scheduled staff meetings and Program Updates and several annual office-wide debates to participate in information sharing across all departments. 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.

 

  1. 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 Team Leader, oversees the work of external consultants and acts as primary administrative contact with vendors.

  1. Fiscal Responsibility

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

  1. Extent of Public Contact

Regularly greets field worker candidates and assists them through the application and selection process, meeting them when they come to NY for an interview.  Interacts and makes arrangements with hotel, travel and food vendors

  1. 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.

  1. 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.

 

Qualifications

Required

  • Min. 2 years administrative work experience in an office environment plus BA; or equivalent combination of education and experience.
  • Prior experience in Human Resources or recruitment preferred
  • Organized, detail-oriented, ability to prioritize and work under pressure, with a flair for creative problem solving.
  • Strong interpersonal and written and oral communications skills.
  • Computer literate with strong skills in word processing and spreadsheets, familiarity with databases and ability to learn new Windows-based programs.

Preferred

  • French language proficiency
  • Demonstrated interest in non-profit/NGO sector

 

Type

HQ

 

Pay Class

Full Time Non-Exempt

 

Contract Type

Open ended

 

Additional Information

Starting salary high 40s to low 50s (commensurate with experience).

 

Desired Hiring Date

June 10, 2019

 

Working Time %

100,00

 

How to Apply

To apply, please send cover letter and resume to: employment.msfusa@newyork.msf.org,  

ATTN: Field HR Recruitment Assistantposition. Submissions without cover letter will not be reviewed.

Please note that neither relocation assistance nor visa sponsorship will be offered for this position.

Application Deadline: April 24th, 2019 at 11:59 pm EST

Please no phone calls.