Emergency Pool Assistant

CONTEXT 

Within the Operations Department of MSF Belgium (Operational Centre Brussels - OCB), our Emergency Pool (E-pool) has as primary function to intervene directly and quickly with relevant medical activities in crisis situations such as conflicts, epidemics and natural disasters while guaranteeing the quality of interventions. It is also tasked with the monitoring and identification of crises that may arise. 

The E-Pool consists of Emergency Coordinators and specialists based in Brussels as well as an Emergency Pool Mobile Team composed by 25 to 30 emergency responders (E-Pool MIOs) coordinating emergencies and implementing activities in the countries of MSF intervention.

As the Emergency Pool Assistant, you are based in the head office within the Epool and provide support to the general organisation of the daily activities of the Epool. You work under the line management of one of the Human Resources Officers but also provide support to the different departments of the Epool, including Operations, HR, Logistics, and Supply.

MAIN RESPONSABILITIES        

• GENERAL ADMINISTRATIVE SUPPORT TO THE DESK: 

  • Support the team in the organization of meetings (i.e. the weekly desk meeting, discussions with field teams, interdesk...) including taking minutes and the archiving of meeting documentation 

  • Assist in ensuring an efficient management of the information and documentation of the epool: proactively contribute to the organisational memory by coherently ensuring electronic information and paper documents, including SharePoint libraries

  • Support the Desk in managing and tracking information, is the focal point for the online platforms such as intranet and SharePoint and manages the key tools for the organization of the team (i.e. presence, field visit preparation)

  • Support the ARO preparation: gather the statistics for the different Departments (HR, …), prepare the presentations (power point)

  • Synthesize, compile and format operational information for internal and external presentations. 

  • Translate documents according to needs and requests

  • Archive strategic documents

  • Manage all practical aspects of events taking place within the Epool. The tasks involve: booking hotels, plane tickets and travel arrangements, catering, monitoring technical as well as logistics questions

  • Propose and organize team life activities

• HR & Administration 

  • Oversee the administrative follow-up for ePool Mobile (MIO) staff, including maintaining and updating tracking tables (e.g., contract durations, assignment periods, leave records, and training schedules)
  • Coordinate and manage internal communication efforts, such as distributing newsletters and maintaining engagement through the WhatsApp group

  • Consolidates, monitors and updates pre-departure briefing materials for international staff

  • Welcome international staff on departure and ensures that they have the necessary documents and tools

  • Organize the administrative and logistic follow-up of new Epool team members (job opening, transport and housing with the HR department, computer and phone with IT department, briefings etc)

  • Develop and update organograms and HR statistics with the assistance of the HRO

  • Provide support to prepare Power of Attorney for mission teams, follow up of contracts and partnership agreements, and the management of information related to legal matters

  • Follow up on other specific HR procedures as needed (International Mobile Staff: creating positions, opening vacancies in Wedoo)

• Logistics and supply 

  • Provide support to the Logistic and Supply Emergency coordinator of the Epool 

  • Follow up of material (to be) sent to projects 

  • Supports the supply and logistics officers in the inventory & follow-up of field IT and Telecom equipment 

  • Support the supply and logistics officers in sending equipment to the countries of intervention 

  • Process and encode orders and other relevant data

REQUIREMENTS

Education and Experience

• Bachelor’s degree in administration, Secretariat, Management, or equivalent through experience
• Minimum 6 months professional or internship experience in an administrative role
• Experience in writing minutes and reports is required
• Experience in organisation of events, meetings, conferences is an asset
• Experience with an international NGO is an asset

Competencies

• Excellent written and oral communications skills

• Organised and rigorous

• Ability to work as a team

• Ability to work independently

• Initiative and dynamism

• Strong capacity to work under pressure

• Flexibility, ability to adapt quickly to changing situation

• Cross-cultural Awareness

• Motivation to work in humanitarian aid, and more specifically within MSF

Languages

• Proficiency in English, both spoken and written is mandatory

• Good knowledge of French is required

• Good knowledge Arabic or Spanish/Portuguese is an asset

CONDITIONS

• Expected starting date: May 2025

• Location: Brussels* (Belgium) 

*Due to legal administrative constraints, given the duration of the contract, candidates must already have the permanent right as Belgian or EU national, and/or valid work permit with mention of "Unlimited access to the labor market" to work in Belgium

• Contract type: Fixed-term contract – Part-time (50%) per week – Monday - Friday from 9:00am until 1:00pm, potential flexibility to be discussed during the interview

• Contract duration: 12 months

• Salary according to MSF-OCB HQ grid 

• Meal Vouchers - Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs

• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment

• Adhere to the MSF Behavioural Commitments

Deadline for applications: 7th of April 2025

How to apply?

• Submit your application via the 'Apply here' button 

• You will be directed to the online application form for this position 

• It should take 5-10 minutes to complete. Thank you in advance for having your CV and motivation letter ready to upload 

Only shortlisted candidates will be contacted. 

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation. 

The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data. For more information, consult our privacy notice to job applicants.