ADMIN TRANSIT

Role summary Administrative specialist responsible for the management of staff movements and associated processes according to MSF's standards and procedures and the local legislation in order to ensure the smooth running of MSF's activities. Duties and responsibilities Tasks and Responsibilities • In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country • Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters • Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…) • Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters and lodging) • Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists and evacuation/lists). • Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (administrative assistants, housekeeping staff)in order to im-prove people capabilities and to ensure both the sizing and the amount of knowledge required • Being in charge of the preparation of per diems, modes of telecommunication, and housing/room assignments ensuring proper management of guesthouses (furniture, cleaning, food) • Being responsible for the filing of administrative documents according to MSF standards and local legislation. Sending required documentation to HQ in a timely manner. MSF Section/Context Specific Accountabilities Afghanistan is an intersectional mission, composed of 4 operational sections (OCB, OCP, OCA and OCBA). It has a total of 8 projects (OCA Helmand, OCA Kandahar, OCB Kunduz, OCB Khost, OCB Nangarhar, OCP Herat, OCP Bamyan and OCBA Mazar) with Kabul hosting coordination. This translates to an approximate number of IMS being 135 IMS as at end of May 2026 Key responsibility for the incumbent include but are not limited to; · Responsible for implementation of Mobile Staff (MS) leave and RR policy: o Ensuring correct tracking of all MS leave days in line with the respective length of the MS o Responsible for ensuring all leave request forms are duly signed and filed in the confidential Digital Desk (DD) folder o Responsible for ticket booking in line with leave requests in collaboration with respective MS o Responsible for ensuring Leave policy is adhered to · Responsible for ensuring the travel agent invoices are timely received and processed internally: o Responsible for staying up to date on restrictions affecting payments to travel agencies or international ticket purchases, escalating risks of delay. · Responsible for ensuring implementation of travel advisories (by CR and various HQs) as they arise in light of security or context changes: o This inlcudes proactive follow-up to ensure the mission is proactively informed · Responsible for timely monthly reports · Responsible for supporting the L&D international training and detachment movements: o In collaboration with L&D Manager, coordinate the international travel for all country based staff and where applicable and as maybe approved together wih the mahram in compliance with MSF policies and procedures. · Liaison with each OC's movement focal points — responsible for confirming with each operational centre's HR/movement focal points (OCB, OCP, OCA, OCBA) the applicable leave/RR/travel policy for each staff member in transit, given the intersectional nature of the mission. Job requirements Minimum Requirements and Competencies Education - Degree in administration related studies . Essential Experience - Previous experience in administration management or related field. Essential Languages - Dari/Pashto: oral and written – Essential - English: oral and written – Essential Knowledge - Computer literacy (Word, Excel, Outlook, Teams, Internet/social media, etc). Essential - Intermediate to Advanced proficiency in Microsoft Excel. Desirable Competencies. - People Management and Development L2 - Commitment to MSF Participles L2 - Behavioural Flexibility L2 - Results and Quality Orientation L3 - Teamwork and Cooperation L3