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

MAIN PURPOSE

The purpose of the role is to coordinate and manage all aspects of international staff travel and preparation for MSF missions, ensuring compliance with MSF policies and providing logistical and administrative support

to facilitate smooth departures, returns, and mission-related travel.

JOB OVERVIEW

The Preparation and Travel Officer (PTO) is responsible for organizing and managing the travel and preparation process for international staff joining or returning from MSF missions. This includes booking travel, managing visa and work permit processes, coordinating briefings and debriefings, and ensuring compliance with MSF travel policies. The PTO acts as the main point of contact for staff throughout the travel process and collaborates closely with HRCOs, Pool Managers, and other departments. The role also includes supporting travel for HQ staff and special roles such as MIOs and mentors.

ACCOUNTABILITIES  

• Coordinate the end-to-end departure process for international staff, ensuring all administrative, logistical, and legal requirements are met before travel to the mission.
• Manage visa and work permit applications by collecting necessary documentation, liaising with embassies, and guiding staff through the process.
• Book and confirm travel arrangements (flights, accommodations, transfers) in accordance with MSF travel policies and ethical standards.
• Prepare and deliver comprehensive briefing agendas, including technical training sessions, in collaboration with Pool Managers and REHUCOs.
• Ensure timely and accurate payment of per diems and reimbursements related to travel and HQ stays, in line with MSF OCBA financial policies.
• Update and maintain SAP and other HR databases with all relevant travel, visa, and personnel information throughout the departure and return processes.
• Coordinate the return of international staff from missions, including travel logistics, visa requirements, and debriefing sessions.
• Support travel logistics for HQ staff, MIOs, mentors, evaluators, and other personnel attending field visits, trainings, or international meetings.
• Facilitate travel and visa arrangements for field staff (international, regional, national) traveling between missions or for administrative purposes.
• Act as a focal point for all travel-related inquiries, providing up-to-date information on visa regulations, travel restrictions, and health requirements.
• Ensure compliance with MSF travel policy and promote ethical travel practices across all levels of the organization.
• Collaborate with counterparts in other MSF sections to harmonize travel procedures and share best practices.
• Maintain accurate records and documentation for all travel-related activities, ensuring traceability and compliance with audit requirements.
• Covers other PTOs during their absences (holidays), high workload periods, or operational changes, including those in the Emergency and Learning Units.
• Contribute to the continuous improvement of travel and preparation processes by identifying bottlenecks, proposing solutions, and participating in policy reviews.

ROLE’S SPECIFIC ELEMENTS

• Focused on support PTO RDCongo 
• Admin tasks and follow-up movements for RDC Ebola outbreak
• Schengen visa application and Trips for Ebola trainings

SELECTION CRITERIA

• Degree in Tourism or related field is an asset.
• Experience in travel coordination, visa/work permit management, or HR in NGO context. MSF experience is a plus.
• Languages: Proficiency in Spanish, English, and French is required.
• Strong computer skills (Microsoft Office); SAP knowledge is a plus.

CONDITIONS

• Position based in any MSF-OCBA Hub: Bogotá, Dakar, Nairobi, Barcelona or Madrid.
• Final location will be subject to the employability of the preselected candidate (e.g., residency, work permit, etc.). For the rest of Spain Delegations as Bilbao, Sevilla and Valencia: Final location will be also subject to the availability of space at the time of the final selection.
• Duration of position: temporary contract in full time.
• For level HQ-2C positions and if the role is based in one of our offices in Spain, the salary will be at 34.324€ annual/gross. If the role is finally located at one of the OCBA regional hubs, compensation will be subject to the local pay scale applicable to that hub.
• Starting date: beginning of 2027

HOW TO APPLY

• To view the full job description and apply, please use the following link to submit your CV and cover letter:
• Closing date: 22nd November 2026, 23:59 CET (Central European Time).

INFORMATION ABOUT RECRUITMENT PROCESS STEPS

• After the application deadline, the recruitment process usually takes between 6 and 8 weeks.
• All candidates will be informed once the process is closed. Due to the high number of applications, individual feedback cannot usually be provided.
• If you have not heard from us, it means the process is still ongoing and additional candidates may be contacted.
• A reference check will be requested in the final stages of the process. Candidates will be required to provide references from former employers using professional or corporate email addresses (personal email accounts such as Gmail, Yahoo, etc. will not be accepted).

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.