MEDICAL DEPARTMENT ASSISTANT

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: MEDICAL DEPARTMENT ASSISTANT

Department: Medical

Direct Manager: Deputy Medical Director/Medical Director

Functional Manager: Deputy Medical Director/Medical Director

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

Mission

Context and Medical department overview

The medical department plays a strategic role by defining the modalities of implementation of MSF's WaCA medical strategy so that both coherence and quality of care can be safeguarded.

The medical department has a normative role and a technical support function with regards to implementation and follow-up of the medico-operational projects.

The medical department ensures knowledge transfer to the medical workforce and stimulates research and innovation by challenging current medical practices and scanning of new approaches.

Objectives

The Medical Department Assistant ensure the effective and efficient internal organization in the medical department and liaise with other departments to ensure engagement and organizational alignment on change and improvement initiatives.

Main responsibilities

1.        Managerial and organizational role within the medical department

§  Deliver key internal processes (e g the validation process for different medical guidance documents) from consultation to completion and internal communication.

§  Responsible for the organization of discussion/ input sessions with different experts in the medical department regarding organizational or thematic issues

§  Ensures, selected feedback and evaluation processes are organized, communicated, and completed in the department.

§  Manages the communication in the department concerning meeting schedules, agendas, and follow-ups, including writing accurate minutes for key meetings.

§  Tracks and follows up action items, deliverables and other commitments identified to ensure assigned tasks are completed according to meetings agreements.

§  Facilitates the preparation, consolidation, and dissemination of key departmental updates, newsletters, and comprehensive periodic Sitreps, and annual reports.

§  Coordinates department briefings and debriefings

§  Collaborates with the IT team to propose and develop an optimized structure for the Medical Department's SharePoint platform.

§  Ensures that medical department job profiles are up to date

§  Ensures that the absence schedule is up to date

§  Supports recruitment processes as needed.

§  Supports the organization of the medical department retreat days and the annual medical and pharmacy week.

§  Proposes and supports initiatives to enhance internal organizational processes within the Medical Department.

§  Performs any other activities as they might come up during this period.

2.        Communication and organizational role in link with other departments

§  Liaises with other departments on specific files according to needs and priorities.

§  Supports coordination of work and agendas in the medical department as preparation of the operational planning meetings (Annual Review of Operations and Mild Year Reviews, and new project intentions).

§  Organizes the communication flows and processes between the medical department and OCB in collaboration with the Medical Director and the Deputy Medical Director

Education

§  Medical, Nursing, Midwifery Degree or Graduate with relevant degree

§  Formal qualification on project/programs management is an asset.

Competencies

§  Excellent organizational, project management and information, knowledge management skills

§  Excellent communication skills

§  Diplomatic ability

§  Proven capacity to lead meetings and ability to work effectively in a team and sense of initiative.

Professional experience required

§  MSF Operational experience and knowledge on content of medical operations

§  Experience within an international organization, ideally in the humanitarian and MSF sector is desirable.

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.

Deadline: March 1st 2025 18:00 GMT
Only shortlisted candidates will be contacted.