Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, exclusion from healthcare and natural disasters. MSF offers assistance to people based on need and irrespective of race, religion, gender or political affiliation. When MSF witnesses serious acts of violence, neglected crises, or obstructions to its activities, the organisation may speak out about this.
The MSF Office in Abu Dhabi was founded in 1991 under the sponsorship of Sheikh Nahayan, Minister of Higher Education and Sciences. The Regional Office consists of 3 departments: communications, fundraising and administration, and also acts as a regional support base for MSF logistics, operations and recruitment, with an average of 22 staff members in total.
OBJECTIVE:
MSF is currently seeking a motivated and committed HR & Office Administrator for our Dubai office. The successful candidate will be responsible for ensuring smooth and efficient running of all administration and related services for the MSF office in Dubai, including reception, office management, HR, finance, IT and general administrative support.
JOB DESCRIPTION:
Reception
- Ensure reception of all visitors in to the office, answer the main telephone line and manage the general office email address in a professional and timely manner.
- Provide prompt coordination and distribution of all internal and external mail.
- Manage the regular distribution of MSF publications in an efficient and cost effective way, maintaining updated internal and external contact lists.
Finance
- Facilitate reception of donations.
- Manage the petty cash and arrange timely payment of invoices and bills.
- Facilitate local purchases and maintain regular liaison with finance for approvals and issues arising.
Office Administration
- Implement a user-friendly system for booking use of MSF facilities and borrowing materials.
- Oversee the inventory of office equipment, the MSF stock, and proactively manage all office consumables.
- Manage all office related contracts (post, IT support, cleaning, etc.) including researching and negotiating new service providers as required.
- Maintain records of external correspondence, and implement a filing system.
- Provide administrative support to organize events or meetings, book facilities, take minutes, draft correspondence, compile or circulate information and so on.
- Ensure appropriately organized and efficient office environment, acting as the focal point for all staff needs and requests relating to the office functioning.
Human Resources
- Facilitate local recruitment, and coordinate administrative steps for incoming and outgoing staff.
- Uphold MSF internal policies and procedures, proactively advising team members and highlighting any suggestions or areas of concern to the Executive Director.
- Oversee implementation of the MSF staff health care policy. Manage beneficiaries, confidentially facilitate staff claims, negotiate insurance contracts, and reflect on policy implementation with concerned referents.
- Process work expense claims, ensuring equity and coherence between staff.
- Regularly update and circulate staff chart and contacts.
- Coordinate responses to international and national recruitment inquiries.
- Assist and/or lead HR related projects or dossiers upon request.
Other
- Participates in quarterly, monthly, and weekly meetings. Be informed about MSF activities and actively contribute to the strategic and specific objectives.
- Works in close collaboration with the admin team, proactively acting as a backup when necessary.
REQUIREMENTS:
- Fluent in English (verbal and written) including reasonable typing speed.
- Strong experience in HR and/or office management, minimum 5 years.
- University degree or diploma in a related field.
- Stress-resistant, able to work under pressure and handle a variety tasks and competing priorities.
- A self-starter: proactive, resourceful, results-oriented, and able to work with limited supervision.
- Highly organized, can follow and improve systems for planning/structuring/following up work.
- Cross-cultural experience with good communication, diplomacy and negotiation skills.
- Flexible work approach with a positive, team-oriented and constructive attitude.
- A strong end-user/beneficiary orientation.
- Balanced judgement, with logical approach and capacity for reflection.
- Proficient in MS Office Applications, especially Microsoft Word/Excel.
- Responsible attitude, with an eye for accuracy and details.
Desired:
- Fluency in Arabic is a distinct advantage
- Preferably with previous experience in MSF or other not-for-profit organization
- Preferably with previous related experience in the UAE
- Preferably with valid UAE driving license.
How to apply:
To apply please submit your letter of motivation and updated CV before March 24th torecruitmentUAE@msf.org, noting your NAME along with VACDXB03/13ADM in the subject field.
Kindly note only shortlisted applicants will be contacted.
