Background

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff.

MAIN PURPOSE

Administrative specialist responsible for the management of staff movements and associated processes according to MSF’s standards and procedures and the local legislation in order to ensure the smooth running of MSF’s activities

ACCOUNTABILITIES

• In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country
• Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies)
• Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters and lodging)
• Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists and evacuation/lists).
• Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (administrative assistants, housekeeping staff) in order to improve people’s capabilities and to ensure both the sizing and the amount of knowledge required
• Being in charge of the preparation of per diems, modes of telecommunication, and housing/room assignments ensuring proper management of guesthouses (furniture, cleaning, food)
• Being responsible for the filing of administrative documents according to MSF standards and local legislation.
• Sending required documentation to HQ in a timely manner.

Context Specific Accountabilities:

• Ensure follow-up and compliance management of work permits and residence permits for international staff, including liaison and escalation with relevant Tanzanian authorities.
• Lead diploma verification and integrity processes, including submission and follow-up with the Tanzania Commission for Universities (TCU) and other mandated institutions.
• Maintain active case follow-up with authorities for complex regulatory or documentation requirements and ensure proper tracking and documentation of each dossier.
• Provide analytical reporting to HR Coordination on immigration and compliance cases, highlighting risks, bottlenecks, timelines, and recommended actions.
• Act as focal point with Field Movement Referents to ensure timely communication and alignment on international staff arrivals and departures (start and end of mission).
• Monitor and optimize guesthouse occupancy and space utilization to ensure efficient use of available accommodation capacity.
• Identify recurring operational issues related to compliance and movements and propose practical improvements to workflows.

Minimum Educational Qualification:

• University Degree in administration related studies

Experience:

• At least one year in administration management or related field

Knowledge:

• Essential computer literacy (Word, Excel, internet)

Languages:

• English
• Mission language essential; local working language would be an asset

Competencies:

• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioral Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3

This job description may be amended in line with the activities or evolution of the Mission.

Women, or any person feeling like being part of a minority is encouraged to apply. MSF is dedicated to fostering a safe work environment with zero tolerance for any form of abuse.

• In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country
• Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies)
• Being responsible for all administrative tasks required for personnel transiting through the capital (incl. transportation, briefings, financial matters and lodging)
• Ensuring the update of movement-related tools and Mission contact information and their regular distribution (incl. movement lists and evacuation/lists).
• Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (administrative assistants, housekeeping staff) in order to improve people’s capabilities and to ensure both the sizing and the amount of knowledge required
• Being in charge of the preparation of per diems, modes of telecommunication, and housing/room assignments ensuring proper management of guesthouses (furniture, cleaning, food)
• Being responsible for the filing of administrative documents according to MSF standards and local legislation.
• Sending required documentation to HQ in a timely manner.
• Ensure follow-up and compliance management of work permits and residence permits for international staff, including liaison and escalation with relevant Tanzanian authorities.
• Lead diploma verification and integrity processes, including submission and follow-up with the Tanzania Commission for Universities (TCU) and other mandated institutions.
• Maintain active case follow-up with authorities for complex regulatory or documentation requirements and ensure proper tracking and documentation of each dossier.
• Provide analytical reporting to HR Coordination on immigration and compliance cases, highlighting risks, bottlenecks, timelines, and recommended actions.
• Act as focal point with Field Movement Referents to ensure timely communication and alignment on international staff arrivals and departures (start and end of mission).
• Monitor and optimize guesthouse occupancy and space utilization to ensure efficient use of available accommodation capacity.
• Identify recurring operational issues related to compliance and movements and propose practical improvements to workflows.

• Essential computer literacy (Word, Excel, internet)

• University Degree in administration related studies