PREPARATION & TRAVEL OFFICER -PTO 6- (BASED IN ANY OCBA HUB)

GENERAL CONTEXT
Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to 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.
 

JOB CONTEXT AND GENERAL OBJECTIVE
Hierarchically accountable to the Preparation & Travel Manager, The Preparation & Travel Officer (PTO) acts as the main interlocutor for MSF Staff from the moment the person is selected for a new vacancy, until this person reaches the mission, and then when the person returns home.
 

The PTO is responsible for ensuring that MSF Staff are adequately integrated and receive proper information and support when preparing for departure to the field. PTO manages trips, visas, work permits. PTO organises face-to-face or at virtual briefings and debriefings whenever and wherever needed in accordance with existing procedures. PTO also provides support in the organization of technical trainings before departure, as identified by the Pool manager (PM) and by the REHUCO (HR responsible in operational cell) before departure.

MAIN RESPONSIBILITIES AND TASKS

• Organization of field departures for international staff working in MSF missions
  • Centralises departure management of international staff to MSF missions in collaboration with all the interlocutors involved in the process (PM, REHUCO, HRCO, International Staff getting ready for departure); asks for all the necessary information/documentation; support the employee in preparing for departure to the field; fixes the final departure date when the whole process is over:
  • Helps the person to access all relevant information regarding the mission of destination.
  • Receives and files documents related to job starting procedures, work permits, diplomas translations, etc.
  • Prepares all the documents to obtain a visa; applies for visas or guides the person on how to apply.
  • Books flights and hotels through Travel Agency, according to MSF policies and ethics.
  • Prepares, distributes, and participates in the briefing agendas.
  • After consultation with PM and REHUCO, includes technical trainings in the agenda.
  • Checks, calculates, and orders the payment of per diem corresponding to the employee’s stay in HQ and of other expenses related to departure according to MSF OCBA travel & per diem policy
  • Sends all necessary information regarding the person’s arrival to the HRCO of the mission.
  • At each step of the process, updates the database (SAP) with all the information related to departure.
• Organization of returns for international staff working in MSF missions
  • Centralises return management of international staff from the field in collaboration with HRCO; guarantees that travel procedures and visas are correct; informs all relevant interlocutors about the person’s return.
  • Receives end of mission forms (EOM) and makes them available to the administration unit.
  • Applies for visas for al international staff when needed.
  • Books flights and hotels through Travel Agency, according to MSF policies and ethics.
  • Prepares and sends travel documents to HRCO.
  • Prepares, distributes, and participates in debriefing agendas
  • Checks, calculates, and pays per diem corresponding to employee’s stay in HQ and other expenses according to MSF OCBA travel & per diem policy.
  • At each step of the return process, updates the database (SAP) with all information.
• Other tasks related to travels to/from/between missions
  • Facilitates travels abroad of MSF HQ staff (for field visits, international meetings, trainings etc) by providing all necessary information about the mission, informing HRCO of the arrival, managing visa procedures when relevant, at the exception of travels (under responsibility of HQ staff).
  • Organises travels and visas (when relevant) for MSF field staff (international, regional, national) from their country of mission to other countries when needed (meetings, administrative issue, detachments) in coordination with HRCO.
  • In case of detachments, collects the required personal data documentation from the HRCO and makes it available to administration unit.
  • Organises travels and visas (when relevant) for MSF international staff going back home for holidays according to MSF OCBA policies.
  • Organizes travels and visas to and from missions for MIOs (Mobile Implementation Officers), Mentors, Evaluators, and inform these movements in SAP.
• Information, Communication and Knowledge management
  • Knows MSF travel policy, is committed to MSF ethics of expenses and applies these principles in her/his day-to-day work
  • Collects all necessary information regarding the countries managed (visas, work permits, flights, health requirements, etc.) and keeps them up to date.
  • Keeps contact and shares information with his/her counterpart in other MSF sections whenever needed.
  • Provides visa information and guidance to the persons in charge of organizing workshops, coordination weeks or other MSF OCBA events.
  • Is the referent person for all questions regarding travel constraints (visas, delays, limits, work permits, etc.) in the mission countries.
  • Shares and guarantees the respect of MSF travel policy and communicate with all relevant interlocutors.
• Others
  • On request of the Preparation and Travel Manager, takes over (temporarily or at longer term) from any other PTOs (including Emergency Unit PTO and Learning Unit PTO) during sick leaves, holidays, operational changes, or when workload requires it.

SELECTION CRITERIA

• Tourism Diploma is an asset.
• MSF experience.
• Experience in Touristic sector (Travel Agency, Airline, Coordination of events, Visas management).
• MSF experience in HR position (HRCO, admin, etc.) is a plus.
• Experience in management of Travels/Visas/Work Permits in NGO environment is an asset.
• Proficiency in Spanish, English and French is a must.
• High knowledge of Computer (Microsoft Office environment).
• SAP Knowledge will be a plus.

CONDITIONS

• Position based in any MSF OCBA Hub (Barcelona, MSF-Spain office delegations, Amman, Bogota, Dakar, or Nairobi). Final location will be subject to the employability of the preselected candidate (residency, work permit, etc.).
• Duration: Permanent contract with a minimum commitment of 3 years.
• Full time work.
• Annual gross salary: HQ 2C level + secondary benefits based on MSF OCBA Reward Policy. Subjected to local conditions.
• Starting date: Med-February.

HOW TO APPLY

• To apply, please submit your CV and cover letter.
• Closing date: 28th of January 2025, 23:59 CET (Central European Time).

MSF is committed to achieving workforce diversity in terms of gender, race, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are encouraged to apply. We are committed to achieving a balanced gender distribution and therefore encourage women to apply.

All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.

Médecins Sans Frontières, as a responsible employer, under the¨Ley General de la Discapacidad de 2013 (LGD)¨ invite those persons with a recognized disability and with an interest in the humanitarian area to apply for the above-mentioned position.