Logistics and Purchasing-Supply Department Assistant At Doctors Without Borders

Médecins Sans Frontières, an international humanitarian medical association created in 1971, provides medical assistance to populations struggling with crises threatening their survival, mainly in the event of armed conflict, but also epidemics, natural disasters or exclusion from care. The French section of MSF is present in around thirty countries.

As part of a replacement, we are looking for an Assistant from the Logistics and Purchasing-Supply Departments

Mission of the position:

Under the hierarchical responsibility of the Logistics Director and the Purchasing-Supply Director, you are responsible for the administrative activities of the various services and projects attached to the logistics and purchasing-supply departments.

You are responsible for managing and sharing the information received and produced by the department, within MSF or externally. You provide support for the production of the publications of the departments for which you develop the model, supervise the production, the publication as well as the printing and translation work. And, you participate in the budgetary process as well as its follow-up.

Main activities :

1. Ensure the administrative management of each department:

• Carry out the administrative management of the department (planning of absences, recruitment requests, contracts & amendments, admin follow-up of the end of the trial period, hotel reservations and plane tickets, expense reports, per diem, supplies, etc. .).
• Participate in the recruitment process (help with writing the advertisement, follow-up with the recruitment department, integration of new employees, etc.).
• Manage the monitoring and invoicing of field satellite equipment, provide support for the monitoring of purchase invoices from the departures register, ensure the monitoring of invoices and payments for the two departments.
• Manage the organization of events for the 2 departments (seminars, business weeks, etc.)
• Provide support, advice and versatile support to the departments.

1. Information management and communication:

• Organize and animate the system of departmental, service or team meetings and webinars. Take notes, write and distribute reports.
• Organize and animate the intranet of the Logistics and Purchasing-supply departments (MyMSF, Sharepoint, etc.). Collect contributions, publish articles, propose changes. Ensure the maintenance of published information.
• Organize, edit and publish the various Department communications (newsletter, publications, etc.).
• Organize the collection, dissemination, saving and organization of information shared by all the Logistics and Purchasing-Supply Departments, as well as with other Departments and/or externally.
• Handle all archiving issues (physical and electronic).
• Share information and knowledge, develop the ability to work with other services or departments. Be proactive in improving our practices.

1. Contribution to the management of the budget of each department:

• Participate in the preparation of the departmental budget.
• Ensure budget monitoring in conjunction with management control and budget referents.

Other job activities:

• Ensure the reception and orientation of any new internal or external interlocutor.
• Participate in various projects intra or inter Departments.
• Ensure specific activities related to the editing and distribution of the Department’s guides and publications (PAO, model, printer contacts, editing follow-up, internet, etc.).
• Give briefings on the organization of the Department, policies, shared documents.

Professional skills :

Training: Bac +2 level desired (secretarial, assistantship, SME management, or any other field useful to the position)

Experiences:

• Minimum 2 years of prior work experience required
• Field experience in the humanitarian field desired
• Training or experience in DTP, graphic design, or digital communication is an asset
• Work experience as an assistant or executive assistant is an asset

SKILLS :

• Mastery of Microsoft 365 tools (Office)
• Knowledge of Microsoft Teams, Sharepoint, PowerBI, Adobe Creative Suite is an asset.

Languages: Fluency in oral and written communication in French and English (level B2).

Required qualities :

• Interest in humanitarian medical issues, logistics and procurement-supply
• Proactive and proactive
• Rigor, autonomy, strong adaptability
• Faculty to organize, anticipate and plan
• Good communication skills

Specifics of the position

Status: Full-time permanent contract, 35 hours per week. Executive assimilated position, based in Paris.

Salary: 40k€ gross annual over 13 months.

22 days of RTT per year. Complementary health care 100% covered by Médecins Sans Frontières. Restaurant vouchers with a face value of €11 (60% covered by Médecins Sans Frontières). Support for 50% of the public transport ticket.

Position to be filled : August 1, 2023.

How to apply

Our wish is to promote inclusion and diversity. We also want to improve the representation of people with disabilities in our workforce.

Please send your application (cover letter and CV) until 06/07/2023 inclusive to

CLICK HERE TO APPLY

Only candidates whose files will be contacted.