Jobs at Medecins Sans Frontieres (MSF)

Main Purpose

• 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, to ensure the smooth running of MSF activities.

Accountabilities

• Together with the HR Co, ensure that all MSF staff has applied and obtained on time any visa, stay, travel or working 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.

Context Specific

• Ensuring the movement overview is updated daily.
• Being responsible for stamp extensions, Work permit and Resident Permit once approval from budget and planning has been received.
• Keeping up to date in changes in immigration policy – and report to Admin Transit
• Being responsible of keeping the Expat folder (hard copy) up to date
• Sending packages and parcels (DHL, cargo)
• Updating expat organization chart
• Being responsible that all International Staff receives their monthly per diem (+ SoM)
• Keeping the Mission Contact list up do date daily making sure the last version is shared with all staff.
• Communicating movements to/from the airport to the Radio Room by sharing the updated Airport Tracking file daily
• Preparing the Welcome Package for all new arrivals including all necessary information documents, per diem, transit phone and accommodation information
• Being focal point for internal movements; booking local flights for local movements
• Responsible for accommodation for all staff and visitors in or transiting through Abuja.

Minimum Required Skills and Qualifications
Education:

• Bachelor’s Degree in administration, HR, International Relations, Logistics, Law, or related field, with 1–2 years’ experience in

Experience:

• Essential previous experience of at least 1-2yrs administration, immigration liaison, logistics coordination, or NGO/humanitarian operations.

Languages:

• English and local languages are desirable

Knowledge:

• Essential computer literacy in MS Office packages (Word, Excel, internet, SharePoint, OneDrive)

Competencies:

• Results driven and quality service orientation.
• Strong knowledge of immigration and customs procedures.
• Excellent organizational and communication skills.
• High integrity / confidentiality.
• Computer proficiency (Excel, Word, databases).
• Stress Management.

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Main Purpose

• Carrying out assessments and ensuring the implementation, maintenance and monitoring of the Biomed activities including repairs, maintenance of equipment and planning of biomed orders according to MSF protocols and standards in order to ensure the correct use and efficient functioning of the Biomed equipment of the mission.

Accountabilities

• Defining procedures and managing the implementation, monitoring, maintenance, and correct functioning of the biomedical workshop, including spare parts, technical documentations, tools, etc., including the following tasks:
• Organizing and participating in the installation and replacement of the equipment and following up the different maintenance contracts (propose renewal before they expire)
• Identifying the equipment requiring after sale services and ensuring their return in medical services. Performing fault diagnosis, curative and preventive maintenance, annual diagnosis, and certification for those items of equipment for which specialized training has been received.
• Participating in the assessment of local suppliers and ensuring a good supply of spare parts from them
• Managing inventory of spare parts and back-up equipment at mission level and checking and advising on international orders for consumables and spare parts.
• Managing the biomed technicians at the level of the project and elaborating their activities planning and in close coordination with HR department, planning and supervising the associated processes (recruitment, training, performance evaluation, development, and internal communication) of the staff under his/her responsibility.
• Acting as a technical referent and providing assistance to project Biomedical Technicians when maintenance work requires further assistance, documentation or additional tools. Taking the lead in organising user training where required.
• Ensuring the proper documentation, filing and the compilation of the installation and maintenance done or required as well as defining functioning standards and monitoring systems.
• Performing delegated tasks as defined in his/her job description and according to the line manager.

Context Specific:

• The Biomend Specilaist is part of the Nigeeira Technical unit, supporting all projects to meet miniumum MSF technical stanards. Address biomedical challenges, and ensure the proper functining of medical equipment across the mission.

The MSF-OCB Nigeria mission currently operates three projects:

• Nutritional and SRH program in Maiduguri
• Nutritional program in Kebbi
• SGBV program in Anambra.

This position has a mission-wide scope and is based in Maiduguri (approximately 50% of the time), with:

• Ensure standardization and compliance of biomedical equipment across all projects in line with MSF protocols and standards
• Provide direct technical support to project teams, especially in Maiduguri, and conduct regular field visits to Kebbi and Anambra for assessment, troubleshooting, and capacity building
• Support the setup, maintenance, and monitoring of critical medical equipment used in nutrition, SRH, and SGBV activities
• Work closely with Logistics, Medical, ICT, and Energy teams to ensure integrated technical solutions for healthcare delivery
• Identify technical gaps in projects and propose practical, context-adapted solutions considering local constraints
• Lead preventive and corrective maintenance planning to ensure continuity of medical services and reduce equipment downtime
• Strengthen the capacity of biomedical and technical staff through on-the-job training, coaching, and technical guidance
• Ensure proper documentation, reporting, and follow-up of all biomedical activities at mission level
• Contribute to procurement planning and validation of biomedical equipment, ensuring suitability for local context and compliance with MSF standards
• Support safe use of equipment, including user training for medical staff, with focus on patient and staff safety
• Promote cost-effective solutions and contribute to reducing environmental impact through proper equipment management and maintenance strategies
• Participate in emergency response and scale-up of biomedical support when required.

Minimum Required Skills and Qualifications

• Education: A Bachelor’s Degree in Biomedical Engineering, Medical Engineering, Electrical / Electronic Engineering, or related technical field.
• Experience: Minimum 3 years’ relevant experience in biomedical equipment maintenance and repair, preferably in hospital, NGO, or humanitarian settings.
• Specialized biomédical Equipment maintenance training
• Certifications from medical equipment manufacturers or biomedical institutions is an advantage)
• Demonstrable technical skills and understanding.
• Languages: English and local languages are desirable.

Competencies:

• Strong troubleshooting and diagnostic skills
• Knowledge of medical equipment standards
• Inventory and spare parts management.
• Ability to train users and technicians.
• Understanding of healthcare infrastructure systems
• Report writing and documentation.
• Field mobility and emergency response capability.