HEAD OF MISSION SUPPORT – Medicins Sans Frontiers – Holland

Main Purpose

Supporting the Head of Mission in delegated administrative tasks, ensuring a smooth relation with local and national authorities, contributing to the context analysis and follow-up, providing translations and interpretations according to MSF protocols, standards and procedures in order to facilitate the mission coordination tasks

 Accountabilities

• Supporting the HoM in promoting and protecting the MSF image externally and assisting in context analysis, disseminating relevant context information to the coordination team, regularly informing them on key issues, updating general information on the context for MSF internal documents and advising on cultural appropriateness of organized activities and individual behaviors.
• Analyzing the risks and the security level of the context of the mission and assisting in conducting risk assessments and in the development security plans for the mission and project. Advising the PC and HoM on aspects of security management
• Establishing and maintaining external relationships with relevant authorities and stakeholders. Keeping good knowledge of counterparts in different administrations and departments and keeping up to date records of field contacts (other NGOs, UN agencies, local authorities, etc.) verifying that they are easily accessible, in order to facilitate contacts and meetings.
• At the request of the Head of Mission, assisting the HoM or representing MSF in meetings (NGOs, official bodies and administrations, etc.). Taking minutes of meetings and preparing full report
• Ensuring the follow up of relevant administrative dossiers such as the MSF registration in the country, working permits, immigration policies, national protocols, etc.
• At the request of the HoM, preparing and conducting an information briefing, focusing on the country context for International Regional and Relocated Staff
• Translating documents and acting as an interpreter when needed. Writing letters and correspondences with officials and partners and preparing reports, internal memos and formal requests. Monitoring the correspondences in the absence of the HoM.
• Assisting in the elaboration of the advocacy plan of the mission in collaboration with the PC, MedCo and the Communications responsible and supporting its implementation and follow up.

  MSF Section/ Context Specific Accountabilities

• Pro-active and initiative taking support to the Head of Mission and his/her Deputies and delegated positions, in preparation of representational documents. For example briefing papers or fact sheets, for different audiences and different causes. This could include for example the legal preparation for a Host Country Agreement, representation towards the immigration and work permit issuing authorities, government authorities dealing with projects and project agreements and other issues.
• Pro-active and autonomous preparation of mission and project reports, on quarterly, mid-term and annual basis. These can be internal reports within the mission, internal reports to headquarters or external reports to external authorities. It includes self-directed liaison with the medical, financial and other departments, preparation and error-checking before submitting to the HoM for quality control and signature. Reports need to be prepared in pro-active and self-driven manner, including mission situation report(s).
• Active support in communications and advocacy, for example planning of meetings, events, workshops or conferences. Pro-active and autonomous preparation for meetings or events, including preparation of support material, presentation material, liaison with participants and presenters, and more. Self-driven preparation of brochures, ability to take quality pictures and use relevant systems to prepare excellent quality documentation for meetings and events.
• Self-driven and initiative taking analysis, flagging and informing of the HoM and Deputy HoMs or any other delegated persons of context changes, situation analysis, trends or similar self-evaluated examination or study of topics that are relevant. Preparation of graphs, trend study, etc.
• Representation during meetings, forums or conferences, where and when delegated by the HoM or Deputy HoM.
• Gap fill at Coordination or in the projects, when and where delegated by the HoM.
• As a participant to the Country Management Team, take minutes, contribute with ideas, concerns and vision to the CMT meetings, take on a preparatory role when delegated.
• Context analysis, together with Logistics and Operations, in order to give reliable security recommendations, for example where and when teams can travel, when trucks or cars can pass, or similar situations in tense environments.

Education

Essential – degree in Law, Humanitarian affairs, Political Sciences or related university degree.

Experience

Experience in humanitarian aid preferably within MSF or other NGO. Essential previous working experience of at least two years in research, analysis and advocacy or working in political, security, and humanitarian issues in the country

Experience working in political, security and humanitarian issues in the country

Languages

Fluent in English,  mission and local language essential

Knowledge

Computer proficiency in MS Excel and Word

Good analytical skills, at ease with figures and economics data

Excellent communication and diplomatic skills, including writing skills

Competencies

People Management and Development L2

Commitment to MSF Principles L2

Behavioural Flexibility L3

Results and Quality Orientation L3

Teamwork and Cooperation L3