Organisational Context

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF provides assistance to populations in distress irrespective of race, religion, creed or political convictions.

The Australian Section of Médecins Sans Frontières was established in 1995 and is one of 21 sections, 24 associations and other offices that form the MSF global movement providing oversight and expertise, funding and staff for field operations and communicating on the needs of our patients. MSF Australia deploys over 200 field staff per year from Australia and New Zealand. The organisation secures an annual revenue of AUD 90 million in untied funds. The Australia section hosts a Medical Unit in Sydney bringing specialised expertise in the field of Women’s health and Paediatrics in support of our operations overseas. MSF Australia has over 70 full time staff and an active association of over 600 members.

Overall Responsibility

The Medical Unit Coordinator is in charge of administrative procedures regarding the members of the Medical Unit (MU), in line with policies and procedures of MSF Australia and where relevant, MSF France.

To provide high-level administration support to the Head of the Medical Unit and day-to-day support to other members of the MU as required. This will involve being fully versed on all policies/procedures/systems within Sydney office and being the focal point of the MU for other departments regarding administration issues.

Being responsible for final approval of all Netsuite expenses within a pre-determined framework and MU team travel diaries, as well as travel arrangements of MU members (excluding Head of MU) and external visitors to the Medical Unit.

Main Tasks and Duties

General Admin

• Check mailbox and distribute mail accordingly.
• Liaise between team members and office HR where appropriate – super, Piiq, Employment Hero, training, computer issues etc.
• Liaise with other departments as required (IT, Finance, Communication...).
• Organise repair, maintenance of equipment when needed/relevant.
• Manage MU library and liaise with Office Manager reordering of books and equipment.
• Keep track of MU budget including FTE’s and organise regular meetings with HoMU for check-in, updates and planning.

MU team specific duties and responsibilities

• Organise regular team meetings, format agenda and take minutes.
• Update team movements on appropriate supports and communicate to relevant people in the office.
• Ensure team have completed travel diary and validate them.
• Organise MU travel (excluding Head of Department) including flights, visas and accommodation in accordance with MU Travel Guideline. Maintain travel log.
• Keep a log of team Performance Reviews (yearly) and arrange regular meeting with Head of MU when requested.
• In collaboration with DHR co-ordinate French classes and other Learning & Development activities for team.
• Co-ordinate with MSFF or other sections/OCs-HR departments and MSF A Domestic HR department regarding HR contracts and new positions etc.
• Keep calendar of annual leave as per MU team agreement – ensuring no two team members from same discipline are overlapping.
• Manage/submit all Medical unit Netsuite expenses which includes invoices from external partners.
• Approve Netsuite expenses for team and external expenses in line with MSF A policies and within the pre-determined framework.

Board/LT related activity

• Compile quarterly data for dashboard, validate it with HoMU and present to Executive Assistant.
• Compile monthly executive committee update, validate it with HoMU and present to Executive Assistant.

Liaison with Paris office

• Regularly liaise with Medical Department Assistant (Paris) or other relevant interlocutors in Paris for any administrative issues.
• Liaise with MSF F (MD Assistant, other departments) to coordinate meetings (including rooms and other modalities) for team and ensure streamlining on other activities as needed.
• Share MU planning (travel, holidays, time in Paris) with MD Assistant in Paris and update regularly.
• Be focal point for MU planning and editing of Annual Medical Analysis and support MSF Paris in this activity where relevant.
• Be focal point for the Medical Toolbox on MyMSF at the Medical Unit and liaise with the person in charge of MyMSF in Paris to solve any issue regarding updates from Medical Unit.

New staff/visitors

• Brief and support new MU staff on policies and procedures of MU.
• Organise logistics (IT access/ office pass etc) for new staff and visitors.
• Co-ordinate travel and accommodation of visitors to MU as required and inform HR department/Office Management team.

Other

• Co-ordinate or perform editing and translation of documents upon validation of request by HoMU.

• Proofread emails/ small documents written in French for MU team.
• Organise yearly team planning day and team building activities in collaboration with HoMU and MU team.
• Undertake such other Medical Unit related activities as may be required.

Selection criteria

Essential

• Experience with building and maintaining positive relationships with suppliers, 3rd parties and other MSF entities
• Excellent written and oral English (C2)
• Good written and oral French (B2)
• Experience in budgeting and in administration of travel
• Willingness and availability to work outside regular office hours (9am-5pm)
• Customer service focused – with confidentiality when dealing with sensitive information
• Advanced problem-solving skills with high attention to detail
• Ability to multitask
• Proficient in planning, organising and meeting tight deadlines
• Demonstrated experience with Microsoft tools (Outlook, Teams, Sharepoint, Excel, PowerPoint)
• Current right to work in Australia
• Support the values of MSFA and MSFNZ

Desirable Criteria

• Previous associative experience or work for MSF and particularly for MSF France

Please note that a criminal record check may be required as part of the selection process. Applicants with criminal records will not automatically be ineligible for the position they are applying for. Médecins Sans Frontières Australia has a Child Protection Policy in place and all employees are required to comply with this policy.

Médecins Sans Frontières Australia is committed to creating an inclusive workplace for all our staff. We believe that a diverse team helps us better serve those most in need, and we encourage people from a wide range of backgrounds to apply for this role, including Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse (CALD) backgrounds and people with disabilities.

People with a disability can request support from our Domestic HR Department if you think you may require reasonable adjustment during the recruitment process.

Enquiries to [email protected] using the subject line: Medical Unit Coordinator enquiry via EthicalJobs.

A position description is attached.