Liaison Officer (Internal MSF) at Medecins Sans Frontieres

Scope of Responsibilties and Accountabilties

• Give support to external administrative work and to the coordination team in obtaining working/travel permits, as well as all official contacts, procedures and importation of goods, according to local and international laws and MSF procedures, in order to ensure the smooth running of MSF activities.
• Together with the HRCo, ensure that all MSF staff have applied and obtained on time any visa, stay, travel or work permits in the mission country according to needs, and keep information on legal, administrative procedures
• Maintain the support travel service in HQ informed about ongoing processes, specific situations or changes in the procedures related to visas, working permits, etc.
• Know all the procedures that MSF needs to follow in order to import goods from any country and assist the mission in following these procedures, in cooperation with the LogCo and the logistic department of the mission.
• Follow up clearances of MSF cargos and informs about any possible planned or extraordinary needs.
• Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the mission.
• Arrange meetings related to administrative issues for the Head of Mission or the HRCO as well as attend them.
• Keep a complete and updated detailed list of all useful contacts in the Country/Mission with names, telephones, addresses and other relevant details.
• Ensure, together with the MCT members that all MSF activities are running lawfully and in agreement with the Memorandum of Understanding in all administrative or customs related issues and inform about any possible risks or problems.
• Ensure that no illegal money is paid to any authorities or any individual, promoting and sharing MSF principles and values at all levels.
• Keep all documentation and files updated, properly filed and easily accessible for the internal users.

MSF Section/Context Specific Accountabilities

• Assist with immigration procedures, ensuring compliance with relevant regulations and policies.
• Provide support in processing various visa applications, including TWP, Visa on Arrival (VOA), Schengen visas, and other travel permits.
• Maintain up-to-date knowledge of visa application requirements and assist applicants through the process.
• Utilize Microsoft applications, including Word and Excel, to prepare reports, maintain records, and manage documentation.
• Engage with individuals from diverse backgrounds, offering guidance and support throughout their immigration and travel processes.
• Stay updated on immigration policies and procedures, demonstrating a willingness to learn and adapt to new regulations.

Minimum Requirements
 Education:

• Essential Diploma
• Relevant degrees or certificates related to Administration or communication-related studies desirable.

Experience:

• Previous experience of at least one year in related relevant positions, in MSF or other NGOs.
• MSF or INGO experience is an asset.

Languages:

• English.

Knowledge:

• Proficiency in Microsoft Word and Excel.
• Solid understanding of immigration procedures and visa processing.
• Ability to relate well with people from different cultural and professional backgrounds.
• Strong attention to detail and ability to manage multiple tasks efficiently.
• Willingness to learn and stay updated on changing immigration laws and processes.

Competencies:

• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioural Flexibility
• Commitment to MSF Principles
• Service Orientation
• Stress Management.