Internship Opportunity - Emergency Pool Assistant

Médecins Sans Frontières (MSF) is an international humanitarian aid organization that provides assistance in more than 60 countries to populations in distress, to victims of natural or manmade disasters and to victims of armed conflicts, without discrimination and irrespective of origin, religion, creed or political affiliation. 

Emergency Pool Assistant

RAISON D’ETRE, MISSION AND NATURE OF THE FUNCTION 

Médecins Sans Frontières is an international, independent medical humanitarian action-driven organization, providing aid to populations in need, to victims of natural or man-made disasters and to the people affected by armed conflicts, without discrimination and regardless of their race, religion, belief or political affiliation (MSF Charter).

The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Brussels and decentralized offices. The field operations are guided and supported by Operational Cells, Regional Support Teams, the Emergency Unit and other departments supporting operations. The emergency responses fall under the responsibility of the Operations Department, specifically the Emergency Pool (ePool).

The E-Unit is part of the Operations Department. Its primary function is to intervene with medical activities directly and rapidly in crises like conflicts, epidemics and natural catastrophes while guaranteeing the quality of interventions. As such, the E-Unit is in charge- anywhere, anytime – of monitoring and identifying crises that may arise.

The E-Unit includes Emergency Coordinators (EmCo) based in Brussels. EmCos oversee implementation and monitoring of the response to emergencies. The EmCos are seconded by a team of specialists in supply, logistics, administration, HR, and finance.

The E-Unit also includes a mobile team of emergency responders who coordinate emergencies in the field. For specific and critical emergencies, an ad hoc task force may be created within the E-Unit to supplement the permanent capacity. 

The Emergency Pool Assistant will provide operational and administrative support to the Emergency Pool.  

RESPONSABILITIES

Under the supervision of one Emergency Pool HR Officer and in close collaboration with the Emergency coordinator in Logistics and Supply, the assistant is responsible for: 

General support to the Operations and ePool team:        

GENERAL ADMINISTRATIVE SUPPORT TO THE DESK:

Supports 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. 

Supports 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). 

Archives strategic documents. 

Synthesizes, compiles and formats operational information for internal and external presentations. 

Translates documents according to needs and requests. 

Proposes and organize team life activities. 

Other relevant tasks as per needs 

HR & Administration 

Ensures the updating of the international staff tracking table as well as for the ePool Mobile   staff (HR Update with mission dates, job openings, obtaining documents) . 

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 HQ team members (job opening, transport and housing with the HR department, computer and phone with IT department, briefings etc)

Develops and updates organograms and HR statistics with the assistance of the HRO. 

Provides 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. 

Support the organization of the practical aspects of the HR entries and exits: travel preparations, prepare briefing and debriefing schedules, ICT set-up and updates of follow-up files and organograms. 

Follows up on other specific HR procedures as needed (creating positions, opening vacancies and other as needed). 

Logistics and supply

Provides support to the Logistic and Supply Emergency coordinator of the ePool. 

Follow up of material (to be) sent to missions. 

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

Supports the supply and logistics officers in sending equipment to the field. 

Processing and encoding of orders and other relevant data. 

Other relevant tasks as per needs. 

REQUIREMENTS

Qualifications and experiences

Bachelor's degree in Human resources or international politics or equivalent qualification.

Experience in associative functioning and governance issues in an NGO context is a strong asset

Strong interest in Humanitarian/Development Studies

Fluency in French and English (spoken and written)

Ability to work effectively under pressure and independently

Good knowledge of MS Office package and at ease with working with different types of soft wares – social media + other digital tools is an asset

Personal characteristics/Interpersonal skills

•      Rigor, organization and planning skills

•      Multitasker

•      Team player: ability to coordinate with numerous stakeholders

•      Priority management, responsiveness, flexibility

•      Proven interest in humanitarian issues.

•      Capacity of analysis and synthesis.

•      Knowledge of any additional languages such as Spanish or Arabic

•      Experience with a NGO

•      Knowledge of key issues of the humanitarian environment

•      Experience working abroad

CONDITIONS

• Full time with presence in the Brussels Office – 4-6 months internship (unpaid) - Full time - internship with school convention.
• Location*: Brussels (Belgium)
  *Due to legal administrative constraints, future interns must already reside in Belgium with the right to stay and study in Belgium within a Belgian study establishment; or reside in Europe as part of studies in a European study establishment (accepting that the internship is carried out in another European country), have a right of residence and study in Europe and be ready to move and find accommodation in Belgium for the duration of the internship at their own expense
• Contract type: Internship convention from school/university (unpaid)
• Contract duration: 4 to 6 months
• Time allocation: Full-time
• Free canteen – 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 Behavioral Commitments
• Starting date: 25/10/2024

Deadline for applications: 17th of September 2024

How to apply?

Please, send your CV and cover letter to Recruit-HQ-Operations@brussels.msf.org and mention “Emergency Pool Assistant” in the subject of your email.

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to create 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.

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