Admin Transit Assistant

Position status: Replacement
Location: Sana’a

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

Main Purpose

Responsible for assisting the administration department in managing International staff movements and associated processes according to MSF's standards and procedures and the local legislation in order to ensure the smooth running of MSF's activities

Accountabilities

• Receive and rationalize requests of movements across the projects in collaboration with the Admin transit and log department in Sanaa as well as administration managers at the project level. 
• Prepare and submit all documents for travel permits applications to the intersectional protocol office.
• Ensure that visa renewal is done promptly
• Preparation of the welcome and briefing packages for expats
• Per diem organization for national and international staff
• Mobile Phone Assignment and planning
• Updating the transit monitoring board and Visa follow up file
• Support in the process of end of mission organizing and debriefing
• Ensure proper filing, both electronic and physical of all administrative documents related to entry visa applications.
• Any other duties requested from the supervisor
• Be the back up of Admin Transit during his/her absence. 

MSF Section/Context Specific Accountabilities

• Check documents related to visa application to make sure they are complete and nothing is missing and share necessary documents with HQ to get Aden visa (LOI, Mission programme). and insure that the obtained visas are scanned and saved in the online sharing folder. 
• Translation of the documents for visa and extension 
• Prepare peridium for IMS and LHR for National staff
• Follow up on expat's residencies and exit visas.
• Booking of MSF and UNHAS flight booking in collaboration with Admin Transit.
• Update the movement tracker tool with expat information.

Requirements

Education    

• Degree in administration related studies.

Experience    

• At least one year in administration or related field 
• Experience in Admin Transit department in Mandatory. 
• Desirable experience in same capacity with MSF / INGOs 

Languages        

• Mission language (English) and local language (Arabic) essential

Knowledge    

• Essential computer literacy (word, excel, internet)
• Good knowledge of documents translation

Competencies:     

• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioural Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3