ADMIN ASSISTANT (MIDDLE EAST UNIT)

MEDECINS SANS FRONTIERES – OCBA (Operational Centre Barcelona-Athens) is looking for :

Administrative Assistant (BASED IN AMMAN) (Temporary position)

GENERAL CONTEXT

Médecins Sans Frontières is an international independent medical-humanitarian organization, which aids populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed, or political affiliation.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association.

Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

The MSF movement is built around five operational directorates supported by MSF’s 21 sections, 24 associations and other offices together worldwide. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona, Athens and decentralized in Nairobi, Dakar and Amman. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations, including the medical department.

MAIN OBJECTIVE OF THE POSITION

The Administrative Assistant for the Middle East Decentralized Unit will be responsible for Execute administrative tasks and doing follow-up of accountancy, according to HR/FIN manager's indications and MSF procedures, to ensure legal compliance and keep strict control over monetary resources at the Middle East Unit office in addition to administration and support responsibilities.

As training Facilitator:

S/he is responsible for all the practical administrative and logistical tasks necessary for the success of the training/s carried out by the MEU, including the interaction with the participants and guests.

Furthermore, supporting in organizing and implementing the training activities and applying related tools according to MSF's standards and procedures to improve people's capabilities in effectively achieving the MEU's goals.

PLACEMENT WITHIN THE ORGANIZATION

The position reports hierarchically & functionally to the HR, Finance and Administration Manager of the MEU and the Head of Backup office and Resources, and collaborates and supports all employees of the Middle East Unit.

MAIN RESPONSIBILITIES, FUNCTIONS AND TASKS.

• Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters
• Being responsible for all administrative tasks required for personnel coming to OCBA Amman Office (incl. transportation, briefings, financial matters and lodging)
• Ensuring the update of movement-related tools/ sheet and MEU contact information.
• Act as a focal point between MSF and transportation company , in term of sharing movement and communication
• Overseeing the preparation of per diems, modes of telecommunication, and housing/room assignments ensuring proper management of guesthouses (furniture, cleaning, food).
• Tracking MEU visitors phone (Bi- weekly ).

2.        Finance

• Enforce cash management procedures to ensure the highest control and security, assisting the HR/ Fin Manager in the provision of monthly treasury and planning to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Preserve updated on local laws and regulations and inform the HR/ Fin Manager of any changes or misalignment with the practices in place. Ensuring respect and strict compliance with MSF standards (chart of accounts, quality of documents, guidelines, expense validation procedures, cash security rules, etc.)
• Approach payments for staff/ cash suppliers, ensuring that receipts and supporting documents meet the necessary quality standards.
• Assist the HR/FIN Manager in Processing the payment to suppliers, ensuring that all payments are legal and all correctly justified invoices, promoting share MSF principles and values at all levels, keeping all documentation involved, and immediately reporting any disparity.
• File the accounting documents and scan the hard copies of the invoices/ payments with support from the Liaison officer.
• Ensure all monthly payments in the office and Guest house (utilities, mobile phone bills, etc.) are timely paid with support from the HR/FIN Manger.
• Prepare the purchase order for the unit´s purchases and submit it on SAP under the supervision of the HR/ FIN Manager.
• keep accurate records of payment and delivery of goods and services.
• Manage and follow up the cash advances for Logistics Assistant, It Specialist, Liaison officer, or any advance issued upon request and after getting the HR/FIN Manager´s approval.
• Submit the Sales tax monthly report to the PO on behalf of OCBA
• Assist the HR/Fin Manager in submitting timely any financial monthly or yearly report required by PO or any other entity.

Admin / HR

• Responsible for the administrative and logistical coordination of training activities, including participant communication, visa arrangements, travel and accommodation management, per diem payments, and meal organization.
•  Ensures participants receive all necessary information and materials, prepares training documentation, and coordinates with IT, logistics, and facilitators to set up training rooms, equipment, translation services, and internet access. Manages supplies, purchases, and overall logistical support before, during, and after the training

• Address staff inquiries regarding policies, procedures, and tools
• Additional Administrative tasks delegated by the Administrative Officer.
• Ensures cleanliness of offices and apartments, in collaboration with the cleaners (planning, cleaning materials and hygiene products supply in collaboration with Facilities team, small stock of hygiene products management in offices and apartments)
• Managing (planning, implementation, follow-up and reporting) hosted as well as in-house organized events (training sessions, meetings, workshops and press conferences in Amman Gives)
• Constructs administrative information available to the staff (posting, meetings, etc.). Keeps all documentation and files updated and easily accessible to a user.
• Ensure all staff is adequately brief about using the office´s resources and spaces (Booking conference room, Briefing agenda, stationary needs, etc.)
• Ensure availability, functioning and maintenance of functional office spaces for staff and occasionally, accommodation and lodging facilities for global position staffers.
• Any other administrative task delegated by the HR/Fin Manager.
• Act as MSF focal point (Intersectional) for the Health Insurance company. Including adding new staff and their dependents to Health Insurance, removing former staff, following up on the staff´s claims, and ensuring the timely distribution of the Health insurance forms among all the sections covered under OCBA´S contract.

SELECTION CRITERIA

Education, Experience, and desired attributes

• Desirable, degree in finance, management (business) or administration

• • Advanced knowledge of MS Office applications as a user (mainly Word and Excel). Good IT knowledge.
  • Two years of experience in MSF or other NGOs
  • Fluent in English and Arabic.
  • Good presentation skills, team player, flexibility, sense of humour

Competencies

• Good interpersonal skills, sense of dialogue and ability to listen
• Team player: ability to coordinate with numerous stakeholders and partners
• Ability to work autonomously
• Pro-active and solution-oriented
• Flexible and capacity to adapt quickly under pressure
• Ability to work in a multicultural team          
• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioural Flexibility
• Commitment to MSF Principles
• Stress Management

Post Conditions:

1. • Position based in Amman at the Médecins Sans Frontières , Middle East Unit .
   • Full time position.
   • Contract duration : three months with possibility to extend according to the needs.
   • Starting date: Immediately

HOW TO APPLY

To apply, please submit your application (CV and cover letter) following the link

 Closing date: 23/03/2026

Replies will only be sent to short-listed candidates

MSF OCBA is a people-focused humanitarian organization that offers a diverse, collaborative, and 
inclusive work environment. We believe this approach enhances our work and we are committed to equity in employment. We embrace diverse backgrounds of people working together to exhibit their passion in action for the social mission of MSF.

 Médecins Sans Frontières, as a responsible employer, under article 38 of “Ley de Integración Social del Minusválido de 1982 (LISMI)” invite those persons with a recognized disability and with an interest in the humanitarian area to apply for the above-mentioned position