MSF Academy Management Team Assistant (m/f/x)

We are looking for a flexible and enthusiastic candidate, inspired by MSF social mission, and with strong interest in learning and capacity-building, eager to contribute actively to MSF social’s mission and the MSF Academy’s development.

Required qualifications and experiences 

• Higher Education Degree in a relevant field, social sciences, international relations, development studies, law or other relevant field
• Excellent command of French and English, both written and spoken
• Excellent IT skills, strong knowledge of MS Office (Outlook, Teams, OneDrive, SharePoint, Word, Excel, ...) and Android (tablets)
• Minimum of 1 year work experience in a similar position (office organisation and administration in a fast-paced environment)

Personal characteristics/Interpersonal skills 

• Strong organizational, planning and administrative/logistical skills, accuracy, and attention to detail
• Polyvalent, driven and able to work autonomously, and confidence to ask questions in a fast-paced work environment.
• Team-player, hands-on and flexible, invested in reaching the end goals of the MSF Academy
• Empathic problem solver, creative
• Strong excellent verbal and written communication, copy-editing, reporting and proofreading skills
• Excellent interpersonal and communication skills

What can be a plus 

• Experience and knowledge of MSF or any international NGO is a plus 

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 60 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation.

CONTEXT

The MSF Academy for Healthcare is an initiative that has been created with the aim to increase the quality of healthcare provided by our staff to the patients we assist in the missions. The Academy has a growing portfolio of projects addressing specific learning objectives of different categories of healthcare staff in MSF. All these projects are chosen in line with overall MSF operational and medical priorities.

A large focus is on MSF’s national staff, especially in the countries with the largest gaps in human resources for health (HRH) capacity. Presently, a lot of effort goes to nursing staff of MSF hospitals in Africa. More recently, the Out-patient care initiative has been implemented with pilot initiatives in the field. The Academy develops adapted curricula and invests a great deal in clinical mentorship in the wards. Presently the nursing training programme has projects in CAR, South Sudan and Sierra Leone and it is planned to be expanded to other countries in the coming years. We hope to install a much stronger learning culture within the MSF operations. Beyond MSF projects, the Academy connects also to health authorities to work on accreditation of its learning and punctual support to governmental programs.

Finally, in 2021 the MSF Academy has started to implement a project to improve the management of Antimicrobial resistance (AMR) in MSF-supported structures, and two longer term academic courses: a Post-Graduate Diploma in Infectious disease (PG DIP), and a two-year course for medical managers in the organisation. The portfolio of project of the MSF Academy is growing, and projects are increasing in scope and complexity, the workload of the overall team has increased, and we recognize the need to reinforce the capacity of the ‘global team’ of the Academy.

The Academy aims to maintain the same overall educational approach in all its projects: competency-based learning; as much as possible on-the-job training with the presence of strong tutors or clinical mentors; and seeking to achieve appropriate accreditation for all trainings, often in collaboration with partner teaching institutes.

Overall, the main tasks of the Global team can be divided in 5 categories:

• Leadership and Project initiation
• Project management of existing projects
• Administrative follow up and support of existing projects or the overall structure
• Technical expertise, guidance and support for the different programs (nursing, learning, curriculum development, mentorship, etc.).
• Accountability, monitoring and evaluation for the MSF Academy overall and initiatives individually

It was a choice to invest strongly in a technical team. Otherwise, as a relatively small team, all members agree to join in the all 3 first tasks.

RESPONSIBILITIES

Under the supervision of the Administrative Responsible and in close collaboration with the Deputy Director:

General administrative support to the core team:

• Organization and follow-up of outsourcing the services needed for the courses development (content & eLearning): translations, proofreading, graphism, subject experts and more generally, consultancies
• Editing, proofreading and formatting of documents, PowerPoints, eLearning content
• Support the organization of the practical aspects of the HR entries and exits: prepare briefing and debriefing schedules, ICT set-up and updates of follow-up files and organograms
• Support the planning and organization of meetings, workshops and trainings as required (internal and external partners), minutes taking, agenda planning
• Provide support in accounting tasks for the programme
• Overall support or work on specific files, as per the needs of the small core team

Data and Information management:

• Assist in ensuring an efficient management of the information and documentation of the MSF Academy: proactively contribute to the organisational memory by coherently ensuring electronic information and paper documents, including SharePoint libraries
• Update and maintain the MSF Academy databases (media, contact lists, archives, nursing resources) and mapping of stakeholders;
• Ensure data entry coherence for the learners’ database for all programmes, which includes data entry for some of the initiatives, for monitoring and evaluation purposes
• Assist in the systematized Monitoring activities of the MSF Academy overall and initiatives individually
• Active support in the development and updates of the MSF Academy’s website, projects reporting, editing, archiving, mainly for the nursing and eLearning components

Logistical and technical support:

• Logistical and technical support and ICT set-up: formatting the tablets destined to the learners on the field, and eLearning materials, oversee the shipping with the Transmissions desk
• First level help-desk for the Global and Field Teams for the MSF Academy set-up (SharePoint, OneDrive, ICT set-up, TEMBO)
• Follow-up and tracking of orders for field and HQ, ensure supply procedures compliance
• Inventories and stock management of all MSF Academy materials, (Global Team and field)

CONDITIONS

• Expected starting date: October 2021
• Contract type:  open-ended contract (CDI), full-time
• Location: based in Brussels HQ
• Salary according to MSF-OCB HQ grid – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments

Deadline for applications: 18/09/2021

How to apply?

Please, send your CV and cover letter to caroline.maes@brussels.msf.org and mention “MSF ACADEMY Management Team Assistant” in the subject of your email.

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to create an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

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