OS01500
HEAD OF MISSION ASSISTANT
Level 7
Reports to (Hierarchical)
Head of Mission
Reports to (Functional)
Head of Mission
Job Family
Operations
Main Purpose
Provide support to the mission by assisting the Head of Mission in the administrative part of coordination tasks, ensuring a smooth relation with local and national authorities, contributing to the context analysis and follow-up, to the management of information, providing translations and interpreting in order to facilitate coordination tasks in the mission.
Accountabilities
- Assist the HoM in the context analysis, disseminate relevant context information to the coordination team, regularly inform them on key issues, update general information on the context for MSF internal documents, and advise on cultural appropriateness of organisational activities and individual behaviours
- Keep good knowledge of counterparts in different administrations and file field contacts (other NGO’s, UN agencies, local authorities…) verifying that they are easily accessible in order to facilitate contacts and meetings.
- At the request of the HoM, represents MSF in meetings (NGO, official bodies, administration…).
- Ensure the follow up of relevant administrative dossiers such as the MSF registration in a country, working permits, immigration policies, national protocols, etc.
- At the request of the HoM, prepare and conduct an information briefing focusing on the country context for International, Regional and Relocated Staff.
- Facilitate the management of MSF information and essential records and documents by the mission team, follow-ing MSF policies and guidelines.
- Translate documents and act as an interpreter when needed.
Education
University level studies or similar.
Experience
Previous experience in humanitarian aid, preferably with MSF. Essential, very good understanding of the functioning of the different administrations on the local country (critical).
Language Level Description
B1 Independent User
Threshold or intermediate
- Can understand the main points of clear standard input on familiar matters regularly encountered in work, school, leisure, etc.
- Can deal with most situations likely to arise while travelling in an area where the language is spoken.
- Can produce simple connected text on topics that are familiar or of personal interest.
- Can describe experiences and events, dreams, hopes and ambitions and briefly give reasons and explanations for opinions and plans.
Technical Skills
This job doesn't have technical skills.
Transversal Competencies
Commitment to MSF’s Principles
Demonstrates loyalty, awareness and respect for MSF’s values
- Expresses his/her interest by talking/asking/giving informed opinions about MSF’s activities.
- Expresses he/she wants to work with MSF because of its principles and mission.
- Overtly expresses his/her satisfaction at belonging to MSF and defends MSF’s social mission.
- Refers to beneficiaries* when speaking about his/her own work.
- Always transmits a positive image of MSF in front of both colleagues and external people.
- Translates the principles of MSF into actions.
Behavioural Flexibility
Adapts behaviour to the needs of the situation
- Accepts decisions which are not completely in line with his/her personal opinions.
- Is flexible in applying and adapting procedures.
- Adapts his/her behaviour to the characteristics of the interlocutor and/or situation.
- Learns from problems and difficulties, becoming more competent at resolving similar situations in the future.
- Looks for adaptable solutions in order to achieve objectives.
- Reassesses priorities when circumstances change, focusing on objectives.
Stress Management
Understands other people’ s stress
- Has an understanding attitude towards other people’s mistakes and shortcomings.
- Gives calm and polite answers and repeats them patiently if necessary.
- Uses techniques or plans activities to manage his/her own stress.
- Responds and acts constructively in conflictive situations.
Results and Quality Orientation
Works towards objectives, preserving established standards
- Perseveres until the objectives of the job and the team have been met.
- Complies with the procedures, processes and rules set by MSF.
- Is aware that the purpose of his/her job is to meet the specified objectives.
- Is autonomous.
- Mobilizes resources.
- Analyses problems and constraints.
Teamwork and Cooperation
Shares information and coordinates with team and/or others
- Shares significant information in a timely manner and actively seeks the opinion of team members or others through empathetic communication.
- Allows others to question work/input if this leads to improvement.
- Coordinates with other team members to ensure that common objectives are achieved.
- Shows interest in and empathy with team members.