TRAVEL 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: TRAVEL ASSISTANT

Department: Human Resources

Direct Manager: Travel Manager

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

Missions

Under the supervision of the Travel Manager, the Travel Assistant is responsible for the operational management of field staff mobility. He/she ensures the smooth execution of mission-related travel and guarantees the compliance of all required administrative documents (visas, residence permits for headquarters staff, etc.).

Main responsibilities

International Mobile Staff (IMS) Travel Management

1.        Mission Departures (staff and families)

•          Facilitate the departure of staff and their families abroad by ensuring transportation and accommodation arrangements.

Upon receipt of mission confirmation :

•          Verify the feasibility of departure, considering the time required for visa issuance and medical clearance, based on the country of destination, employee’s nationality, and residence.

•          Check the accuracy of the information provided and correct it if necessary.

Initiate and oversee the entire departure process :

•          Handle visa applications required for the mission.

•          Book travel (flights, trains, buses, hotels, lounges, etc.) in line with the Travel Memo, ensuring the best balance between cost, travel time, number of stopovers, environmental impact, and comfort.

•          Analyze potential travel risks (e.g., airlines rated “orange” or “red” by the Aviation Unit, significant delays, etc.); alert the relevant stakeholders (cells, etc.); identify and propose alternative solutions.

•          Ensure the traveler receives all necessary travel documents and information.

•          Communicate arrival details to coordination to guarantee proper reception upon arrival.

•          Throughout the preparation process:

•          Provide proactive, personalized support tailored to each departure.

•          Address concerns related to travel preparation and facilitate interactions between staff and key stakeholders (HR Cells, HR Admin, SHU, etc.).

2.        Mission Returns

Upon receipt of the return form, initiate the return process :

•          Manage visa applications required for possible debriefings, trainings, or transits at headquarters.

•          Arrange travel (flights, trains, buses, hotels, lounges, etc.) in compliance with the Travel Memo, ensuring cost optimization, travel efficiency, comfort, and environmental responsibility.

•          Assess risks associated with travel (e.g., “orange” or “red” rated airlines, delays, etc.); alert concerned stakeholders ; identify and propose alternative solutions.

•          Share return information with coordination to ensure proper support at departure.

Throughout the preparation process :

•          Offer attentive, proactive, and tailored support for each return.

Administrative management of residence permits and stay-related documents for MSF headquarters staff.

•          Ensure the issuance, monitoring, and renewal of residence permits and other administrative documents for MSF headquarters staff and their dependents.

•          Prepare and manage the files related to special cards from the Ministry of Foreign Affairs (M.A.E.) and other documents required for official travel.

•          Establish a rigorous system to track document validity dates, anticipate renewals, and guarantee compliance with administrative timelines.

•          Liaise with ministries, administrative authorities, and other relevant institutions to ensure the accuracy and compliance of all files.

 Accommodation management :

•          In collaboration with the Facilities Management team, ensure the allocation and booking of accommodations (hotels or guest houses), depending on availability and length of stay.

•          Provide active support in the practical and administrative organization of key meetings, workshops, and seminars related to headquarters activities (ARO, MAP, Mini-MAP, etc.), ensuring smooth execution and quality standards.

Monitoring and reporting

•          Ensure accurate and rigorous tracking of costs related to visa applications, guaranteeing transparency and compliance with financial procedures.

•          Maintain and regularly update tracking files related to matchings, special cards, and staff movement tables.

•          Contribute to the preparation and dissemination of periodic reports on the status of visa applications and matchings.

Education

• Minimum two-year or three-year degree in Administrative Management, Logistics, Tourism, International Trade, or any other equivalent field.

• Additional training in international mobility management or transit would be an asset.

Competencies

• Knowledge of international travel procedures (reservations, visas, travel arrangements).

Basic understanding of the legal and administrative aspects of residence permits and visas.

Soft Skills

•          Organization, rigor, and priority management.

•          Service orientation and ability to support employees professionally.

•          Excellent communication skills and ability to work in a team.

•          Proactivity and ability to anticipate travel-related issues.

Professional experience required

• Relevant experience (minimum 1 year) in a similar position related to travel management, international mobility, personnel administration, or logistics (internship considered).

• Experience in an international NGO, travel agency, multinational company, or organization with a high level of international mobility is highly valued.

• Practical knowledge of administrative procedures related to visas, residence permits, and travel documents.

Experience in managing relationships with service providers (travel agencies, airlines, hotels, administrative authorities, etc.).

Languages Skills

·       Working proficiency in English and French (considered an asset)

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: 14th  September 2025 18:00 GMT
Only shortlisted candidates will be contacted.

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.