Job Description
Main Purpose/Job Summary:-
Supporting the Head of Mission in delegated administrative tasks, ensuring a smooth relation with local and national authorities, contributing to the context analysis and follow-up, providing translations and interpretations according to MSF protocols, standards and procedures in order to facilitate the mission coordination tasks.
General Accountability
Advertisement
Supporting the HoM in promoting and protecting the MSF image externally and assisting in context analysis, disseminating relevant context information to the coordination team, regularly informing them on key issues, updating general information on the context for MSF internal documents and advising on cultural appropriateness of organized activities and individual behaviors.
Undertake country level actor mapping, stakeholder analysis, looking at national, provincial and regional (as relevant) authorities and conflict dynamics and support HoM(s) with context analysis.
Analyzing the risks and the security level of the context of the mission and assisting in conducting risk assessments and in the development, security plans for the mission and project. Advising the PC and HoM on aspects of security management
Produce context analysis briefings highlighting the latest social, economic, political and security trends with (potential) impact on the security and humanitarian contexts.
Engagements and networking- Establishing and maintaining external relationships with relevant authorities and stakeholders. Keeping good knowledge of counterparts in different administrations and departments and keeping up to date records of field contacts (other NGOs, UN agencies, local authorities, etc.) verifying that they are easily accessible, in order to facilitate contacts and meetings.
As needed assisting the HoM or representing MSF in meetings (NGOs, official bodies and administrations, etc.). Taking minutes of meetings and preparing full report
Ensuring the follow up of relevant administrative dossiers such as the MSF registration in the country, working permits, immigration policies, national protocols, etc.
Participate actively to the negotiation of access, identify gaps that prevent MSF to operate
As needed preparing and conducting briefing, focusing on the country context for International, Regional and Relocated Staff.
Translating documents and acting as an interpreter when needed. Writing letters and correspondences with officials and partners and preparing reports, internal memos and formal requests. Monitoring the correspondences in the absence of the HoM.
Assisting in the elaboration of the advocacy plan of the mission in collaboration with the HOM,PC, MedCo and the Communications responsible and supporting its implementation and follow up.
MSF Section/ Context Specific Accountabilities
Development and Oversight of MoUs and Project Agreements
Coordinate the drafting, review, follow-up and renewal of Memorandum of Understanding (MoUs), project agreements and other institutional agreements with relevant authorities and external stakeholders, in collaboration with the relevant technical departments.
Monitor the validity, implementation status and renewal deadlines of agreements, ensuring that commitments and obligations are followed up.
Maintain an updated register of agreements, authorizations and related institutional documentation, flagging pending renewals, gaps and potential compliance risks to the HoM.
Context Analysis and Reporting
Monitor and analyze political, security, humanitarian, operational and administrative developments relevant to MSF's activities and access in Ethiopia.
Prepare and disseminate weekly and monthly context analysis reports, supported by relevant data and information from internal and external sources.
Ensure timely data entry, updating in MSF's designated information management systems, including SIMON, as applicable.
Coordinate the compilation, review and submission of monthly situation reports (sitreps) and quarterly reports, ensuring consistency, accuracy and timely delivery.
Provide concise context updates, risk analysis and briefing notes to support the HoM's strategic decision-making, external engagement and operational planning.
As needed support emergency interventions in the country
Documentation and Record-Keeping
Ensure systematic documentation, filing and archiving of internal and external correspondence, official communications, institutional documents, in line with MSF's procedures and confidentiality requirements.
Maintain an organized and accessible record of official letters, requests, responses, commitments and follow-up actions.
Work on internal and external report, review of MOU/PA and mission documents in collaboration with PC, Legal and HOM.
Stakeholder Mapping and Coordination
Maintain and regularly update a mapping of key stakeholders, including relevant government authorities, humanitarian organizations, diplomatic representations, UN agencies and other relevant actors.
Support the HoM in planning, preparing and following up on meetings, bilateral engagements and coordination initiatives.
Maintain an updated stakeholder contact database and meeting logbook, ensuring that commitments and follow-up actions are recorded and completed.
Support the preparation of official correspondence, talking points, presentations and briefing materials for the HoM's external engagements.
No. of positions: 01
Place of work: Addis Ababa
Position holder report to(direct supervisor): Head of mission
Length of contract: 12 months with possibility of extension
Remuneration and Benefits:
Starting Base salary (N+0) –USD 1509, payable in Ethiopian Birr (ETB).
Medical cover: as per the organization's policy
Job Requirements
Education
Essential: Bachelor’s degree in Law, Political Science and international relations, public health administration, social science and related fields.
Desirable: Masters degree in the above fields
Experience
Excellent understanding the different government office structures and administrations as well as humanitarian landscape of the country
Experience in safety and security analysis of the humanitarian context and access
Experience in humanitarian organizations, experience in MSF is a plus
Languages
Knowledge
Computer proficiency in MS Excel and Word
Good analytical skills, at ease with figures and economics data
Excellent communication and diplomatic skills, including writing skills
Competences
People Management and Development L2
Commitment to MSF Principles L2
Behavioural Flexibility L3
Results and Quality Orientation L3
Teamwork and Cooperation L3
How To Apply
Interested applicants can submit their CV and application letter including photocopies of all supporting documents via www.ethiojobs.net.
Please be informed that we do not accept applications in other forms.
Please Note that we only contact short-listed candidates and only short-listed candidates with the required documents are allowed to attend further assessment.
Sincerity of Declarations and Documents Submitted to MSF
Use of false documents to gain employment with MSF will lead to automatic cancelation from the recruitment process and if found after employment it will lead to termination.
We strive to promote, create, and maintain a safe organizational culture for all people who work for and with MSF OCA, including our partners. Moreover, we ensure that the workplace, wherever staff are located, is built on respect, tolerance, diversity, and inclusion that delivers a safe and respectful environment.
At Médecins Sans Frontières we are committed to ensuring diversity, equity, and inclusion within our organization and encourage qualified applicants from diverse backgrounds to apply.
