TRAINING ADMINISTRATIVE LEARNING UNIT

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.
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 six operational directorates. 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 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.

PLACEMENT WITHIN THE ORGANIZATION 
The Learning Unit is integrated into the Human Resources Department and works closely with all MSF-OCBA departments to provide learning solutions tailored to the diverse needs of missions, teams, and individuals throughout the organization. Learning needs range from organizational induction processes to technical and administrative aspects, including medical, logistical and human resources issues, which are essential to the success of operations.

The Learning Unit oversees the provision of L&D advice to the organisation, generating learning solutions, tools and processes, and directly coordinating the most formal part of the learning offer. The Learning Unit is structured around 3 main activity areas (blended learning, e-Learning and field support) and is composed by learning administration staff, Learning Officers, Learning Managers, Field Trainers and a Head of Unit. In complement to this, three Learning Referents are in the Operations, Medical and Logistical Departments to facilitate definition and implementation of key learning strategies and solutions. 
An increasing proportion of MSF-OCBA's learning offer is available through the online learning platform, called MSF TEMBO, which provides services to various sections of /across the international MSF movement. 

OVERALL OBJECTIVE 
Under the responsibility of the Administration Services Manager, the Learning Unit Training Administrator support will ensure organizational and administrative aspects linked to the implementation of internal learning solutions (managed by the Learning Unit), and the management of external training candidates (from the international MSF movement and other institutions), ensuring the quality of the management in both cases, and in close collaboration with the other members of the Learning service team.

RESPONSIBILITIES

Management and coordination of the organization of the courses carried out by the MSF-OCBA Learning Unit

• Perform and keep track of all administrative and logistics tasks related to the Face to Face & online trainings delivered by the Learning Unit OCBA & other Oc’S: 
• Prepare and send course announcements while ensuring compliance with required timelines.
• Manage the application and registration processes and communication with candidates and other stakeholders (Pool Managers, HRCos, L&D Managers & Learning Referents).
• Gather and verify all required documentation (registrations, approvals, schedules).
• Organize the selection committee, prepare and ensure access to all necessary documentation for its members.
• Identify and book hotels, training rooms, manage per diem expenses, arrange meals, and oversee logistics for face-to-face events.
• Ensure all necessary resources (venue, materials, technology) are available at the training site. 
• Processes orders and purchases materials for training.
• Assist with setting up the course environment if required.
• Act as the focal point of contact for trainers, coordinators, and participants.
• Liaison with the travel unit for flights and visas.
• Develop and ensure that all necessary travel information is properly communicated to participants for their attendance at the training.
• Collect and send participant information to the other OCs.
• Ensure effective coordination with the learning administrative support teams of the other OCs.
• Ensure effective coordination with the admin team support from host locations and timely documentation delivery for courses hosted outside the location where the position is based.
• Manage training invoices, cash settlements, and Tickelia transactions to ensure proper handling and timely processing and payment.
• Coordinates debrief sessions with trainers.
• Collect and process the necessary information to ensure that enrollment on the virtual platform is completed on time for online tutored courses.
• Facilitate technical Support during the virtual courses when needed. 

Management of external training participants (Field or HQ staff).

• Receipt, response, and follow-up of training requests from HQ and field staff, registration, payment, etc.
• Management of reimbursement of expenses associated with external training courses.
• Liaison with travel unit for arrangements for trainees' travel when required.

Management languages learning requests:

• Manage the application and registration processes and communication with candidates and other stakeholders (Pool Managers, HRCos, L&D Managers & Learning Referents, HQ Learning Coordinator and internal /external teachers).
• Liaise with participants, teachers, and external schools to provide necessary information.
• Register participants in the courses, internal group classes or programs.
• Receives and processes languages invoices for validation and payment.
• Carries out periodic follow-up of attendance on the self-paced language learning platform.

Facilitate the access to learning solutions for all staff

• Ensure regular communication on learning offer
• Update the training catalogue, OCBA International calendar, OOKIS.

Maintenance and reporting of training data

• Data entering (SAP and Excel).
• Collaborates on the preparation of the database for the PBI and SAP to track learning activities.
• Store the information/documents in OOKIS (Learning Unit Workspace), related to admin course management.

General administration

• Assist in general administration as directed by the Learning Services Manager.
• Review and update administrative procedures in coordination with the Learning Services Manager.
• Administrative management of funded training (FUNDAE).

SELECTION CRITERIA

• Specific qualification in administrative management or secretarial work.
• Experience in the training sector would be an asset.
• International experience (professional or personal) would be an asset.
• English mandatory. Spanish and French desirable.
• Advanced knowledge of Microsoft Office.
• Knowledge of applications: zoom & teams. 
• Knowledge of SAP would be an asset.

CONDITIONS

• Homebased. 
• Contract duration: End of 2025.
• Full-time work (8 hours per day). 
• Flexible working hours for office work and flexibility are required according to the needs of the courses to be held during the period. 
• Gross annual salary: HQ-2B (divided in 12 monthly payments) + secondary benefits, based on MSF-OCBA Remuneration Policy. Subjected to local conditions 
• Starting date: ASAP.

HOW TO APPLY 

• To apply, please submit your CV and cover letter.  
• Closing date: July 23rd, 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.