Executive Assistant to the Staff Director

MSF is an international, independent medical humanitarian organisation. We provide medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. We are a non-profit, self-governed, member-based organisation. MSF was founded in 1971 in Paris by a group of journalists and doctors. Today, we are a worldwide movement of more than 63,000 people.

MSF coordinates operations through collaborations between global offices. The ‘MSF Operational Centre Amsterdam’ (OCA) is a partnership that is composed of the partners MSF-Canada, MSF-Germany, MSF-SARA, MSF-Sweden, MSF-Netherlands and MSF-United Kingdom. MSF-OCA has a team of more than 11,000 staff working in 115 emergency projects in about 31 countries. 

The office of MSF-Netherlands located in Amsterdam hosts more than 400 employees, offering direct support to MSF-OCA operations. Around 50 staff focus on recruitment, communication and fundraising in The Netherlands (MSF-Holland) and 350 staff are focused on supporting MSF-OCA operations.

At Médecins Sans Frontières (MSF) / ArtsenzonderGrenzen, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.

MSF-Netherlands is looking for an experienced and pro-active; 

Executive Assistant to the Staff Director (80-100%)

Based in Amsterdam                                                                                     

Objective

We are seeking an enthusiastic and proactive Executive Assistant to support the Staff Director in driving the smooth functioning of our HR team at MSF Netherlands and MSF’s Operational Center Amsterdam. In this role you will oversee and strengthen the efficiency and effectiveness of the Staff Director’s work, by setting priorities, controlling the flow of information, taking over assigned tasks, monitoringprogress and signalling possibilities for improvement. Your optimistic, can-do attitude will be crucial in fostering a collaborative and positive work environment. With a passion for people and a knack for anticipating needs, you will help ensure the team stays organised in our dynamic and international NGO setting.

Main Responsibilities:

• Provide comprehensive support to the Staff Director and HR Management Team in their daily operations. This includes scheduling meetings, managing emails and phone calls, offering general administrative assistance, and coordinating travel arrangements.

• Assist in the organization and smooth execution of key international events and meetings, such as HR Coordinators Days, HR MT meetings, and Leadership Days, ensuring all details are well-planned and efficiently managed.

• Coordinate and facilitate meetings, including preparing agendas, minute-taking, and following up on key action points to ensure effective communication and outcomes.

• Oversee and manage the department’s internal communication platforms, ensuring that all relevant information is up-to-date and accessible

• Ensure timely review and approval of declarations and invoices in accordance with organizational policies, ensuring compliance and accuracy at all times.

Communication

Internal

• With OCA MT, The Netherlands MT, Boards, intersectional platforms and Heads of Department, Co-ordinators and other employees of the department on operational issues to organise and/or administrate them;

• With other executive assistants on operational issues to organise and/or collaborate with them;

• With Head of Departments, Co-ordinators and other employees of the HR & L&D department

• With Finance Department on invoices to check correctness of invoices and timely payments.

External

• With external contacts on requested information to act as a first contact person for the Staff Director and if possible and necessary undertakes action.

Candidate profile

• A minimum of 5 years previous relevant experience in an executive assistant role.

• Ability to deal with information of a confidential nature. 

• Excellent organisational, interpersonal, communication skills.

• Resilience and ability to multi-task in a demanding environment.

• Ability to work within an informal culture without losing sight of formal aspects.  

• Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes.

• Fluency in English both oral and written.  Knowledge of Dutch is an asset.

• Excellent understanding of Microsoft Word, Excel and PowerPoint and Microsoft dynamics 365.

• Strong motivation to work in the humanitarian sector

We offer 

A full-time appointment (based on a 40-hours workweek) for one year with renewal option based on satisfactory performance appraisal. A parttime workweek of minimum 32 hours can be discussed. 

A gross monthly salary in scale 14 with a current salary range between € 3223-4437 gross per month, depending on relevant work experience, based on a fulltime appointment. 

An environment that fosters diversity, with colleagues from around the world representing various cultures and background.  

A challenging independent position in a well-functioning and ambitious team. 

Other benefits: 

• 30 paid vacation days annually, contingent upon full-time employment status 

• A premium free pension where MSF covers 100% of the monthly pension contribution  

• 8% holiday allowance, paid out with the salary once a year in May  

• Commuting allowance (terms and conditions apply) & work from home allowance  

• Hybrid working option

• L&D will support you with a variety of learning and development opportunities with internal and external trainings and courses  

• Discounted daily lunch at the office 

Application  

If you are excited about this opportunity and recognize yourself in this profile, we welcome you to apply directly via our website and upload a letter of motivation + Curriculum Vitae (in English) as one combined document.  The closing date for applications isNovember 1, 2024.  

Information For more information about the recruitment procedure, please contact Emma Register (Recruitment) at emma.register@amsterdam.msf.org.

                                                                 ***Acquisition is not appreciated***