TRAVELS & FACILITIES MANAGER

Médecins Sans Frontières, founded in 1971, is an international medical humanitarian organization that provides emergency medical assistance to people affected by conflict, epidemics, disasters or exclusion from health care. Our teams are made up of tens of thousands of medical professionals, logistics, administrative and various other professions, all guided by our medical ethics and our principles of impartiality, independence and neutrality.

MSF WaCA, created in 2019, is the first MSF headquarters in Africa, and responds to the desire to reinvent the MSF movement after 50 years of humanitarian actions in the world, for more access to care, more reactivity and proactivity for greater medical coverage of affected populations in the world.

Why join us?

You are preparing to become a member of the MSF family, with over 50 years of emergency medical action that earned the Nobel Peace Prize in 1999.

We are an inclusive organization that considers social and professional well-being a right for all and provides an environment that considers the diversity of each member.

MSF WaCA claims an African anchorage that considers the local expertise with which it contributes to the implementation of its activities and makes each member, a key actor of the new dynamics of the humanitarian action in the world.

We Are Looking for: TRAVELS & FACILITIES MANAGER

Department: Human Resources

Direct Manager: Head of Administration

Functional Manager: Head of Administration

Working %: 100%

Position Based in: Abidjan, HQ

Mobility: All WaCA’s Interventions Zones

Type of Contract: Fixed-Term Contract under Ivorian law; Renewable

Position to be filled: As Soon As Possible

Objectives

The Travels & Facilities Manager is responsible for coordinating the travel of field and HQ staff and managing the general services of the office.

He/She is the main point of contact for the IMS (International Mobile Staff), HR OPS(HR Operational), the field, the Staff Health Unit, the field HR Admins in charge of transit and the recruitment and pool management managers.

Main responsibilities

1.        Travel management

·       Develop travel regulations and policies

o   Defining and implementing internal travel rules in conjunction with the HR department.

o   Implement a system to ensure safety and mitigate risks for travellers (insurance, assistance, training in country risks, travellers traceability).

·       Purchase and negotiate travel services

o   Regularly analyse the market for travel management services and tools to propose appropriate solutions.

o   Monitoring the application of agreements with service providers and keeping track of changes in commercial conditions.

o   Implement a policy for monitoring and evaluating the various service providers: steering meetings, audits, spot checks, satisfaction surveys, etc. 

·       Provision of travel management support solutions

o   Working with the Information Systems unit to identify the most appropriate tools and solutions for travel management.

o   Working with users to facilitate and develop the use of the solutions deployed. (Intranet, emailing, display),

o   Communicate practical information (listings, new timetables, travel agency, changes to management tools, etc.).

·       International Mobile Staff (IMS) travel management

Relevant Information for beginning and end of missions:

o   Check the feasibility of the trip, considering the time required to obtain visas and medical clearance, depending on the destination country, the employee's nationality and place of residence (for the start of the assignment).

o   Addressing all concerns related to travel preparation, facilitating interactions between people in travel situations and other key stakeholders (HR Cells, HR Admin, SHU, etc.) 

·       Travel management for HQ staff

o   Check the feasibility of travel, considering the time required to obtain visas depending on the destination country and the employee's nationality.

o   Book your travel (flights, trains, buses, hotels, lounges, etc.) in accordance with the Travel Memo and with the best possible price/travel time and number of transits/environmental impact/comfort ratio.

o   Analyse the risks associated with different journeys; Alert the people concerned, Identify and propose alternative solutions.

2.        General Services Management

o   Defining and implementing general services management policies.

o   Ensuring the allocation of accommodation (hotels or GH depending on availability and length of stay) in collaboration with the Facilities Management team.

o   Providing support for the practical and administrative organisation of important meetings and seminars linked to the life of the head office (including the organisation of the general meeting).

3.        Cross-functional activities :

o   Check expenses for which you are responsible (flights, visas, hotels)

o   Manage travel advances in accordance with accounting procedures

o   Ensures that sufficient cash is available and provides a daily cash journal.

o   Contributing to the development of management and steering tools used by the Travel department.

o   Ensuring compliance with data protection regulations.

Monitoring and reporting

o   Keeping proper track of activity-related costs

o   Drawing up regular reports on the department's expenditure.

Education

·       BTS in hotel management, business management, office administration or equivalent.

Professional experience required

·       Three years' work experience in hotel management, business management and office administration in a head office-type structure.

·       Previous experience with MSF or other NGOs is desirable

Competencies

·       Travel management and ticketing skills ;

·       Excellent time management, organisational and prioritisation skills;

·       Attention to detail and effective problem-solving skills;

·       Stress management ;

·       Good managerial skills.

Languages Skills

·       Working proficiency in English and French

Computer Skills

·       MS Office suite (mainly MS Word, Excel and Powerpoint)

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MSF offers equal recruitment and development opportunities without any form of discrimination based on gender, religion, sexual orientation, ethnicity, geographical origin, physical disability or any other discriminatory ground.

Female candidates who meet the requirements are strongly encouraged to apply.

N.B.: This job description provides a framework for the main responsibilities and primary activities of the position. It is not exhaustive. Therefore, the responsibilities and activities of the position may differ from those described in this job description due to organizational and operational needs.

Due to the urgency of this position, applications will be shortlisted on a regular basis, and we may offer the positions before the closing date.

Deadline: April 07th 2025 18:00 GMT
Only shortlisted candidates will be contacted.