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.
Executive Management Support (m/f/x)
20/01/2022
CONTEXT
MSF’s raison d’être and core activity consists of humanitarian and medical work, particularly in conflict and crisis situations. According to the MSF Charter, the organization offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict - without discrimination and irrespective of race, religion, creed or political affiliation.
The OCB is the operational project of nine MSF sections (Belgium, Brazil, Denmark, Hong-Kong, Italy, Luxembourg, Norway, South Africa, Sweden) and a branch office in Lebanon. In 2022 the OCB is managing 94 projects in 34 countries. The headquarters of the OCB are hosted mainly by MSF Belgium in Brussels, but also by other sections of the OCB group or in field offices.
OCB DG-office
The OCB General Direction office is today constituted of the General Director, 2 deputy Deputy General Directors and an Executive Management Support with a role overseeing and leading the overall strategy and functioning of the OC, it’s medical-humanitarian operations, their resourcing and MSF positioning. The position of Executive Management Support was created to support the General Directorate to ensure that these top-level positions of MSF-OCB have the required means to fulfil their respective mandates and roles. The Executive Management Support position has evolved to become a more senior and strategic position for all the key work related to the organisation, coordination and preparation of the General Directorate interventions, work, meetings and schedules internally in MSF-OCB and in the MSF movement; and externally towards partners and other humanitarian actors.
The Executive Management Support is responsible for providing comprehensive support the General Director (GD), and two Deputy General Directors (DGD) in the promotion and execution of the mission of MSF-OCB. This position aims at strengthening the strategic management of MSF-OCB General Direction. The Executive Management Support is also responsible of supporting and contributing to the information flows between the executive platforms within OCB: the OCB Directors’ Committee (CodDir), OCB Group General Directors (DG10), and middle managers platform; ensuring a continuous and proactive support to the internal governance documentation and understanding. The Executive Management Support reports to one of the Deputy General Directors.
RESPONSIBILITIES
Strategic support for the different OCB platforms and OCB management team
The Executive Management Support serves as the DGs office primary liaison with the CoDir, the DG10 and the Middle Managers platform. As such, she/he:
Ø Manages the communication internally and externally concerning meeting schedules, agendas and follow-ups,
Ø Assists the GD and DGDs with preparation and communication of agendas for all platforms meetings,
Ø Coordinates the preparation of supporting documents relating to the meetings and collects from the management team’s relevant information to prepare the executive updates,
Ø Assesses information submitted to GD and DGDs; briefs them and makes recommendations as needed,
Ø Tracks and follows up action items, deliverables and other commitments identified to ensure assigned tasks are completed according to meetings agreements,
Ø Supports the GD and DGDs during presentations, meetings, conferences and events and represents them when required,
Ø Ensures that feedback is given to the management teams on outcomes of the discussions that are relevant for them or their projects,
Ø Ensures accurate minutes writing for key meetings and keep the minutes for all relevant platforms.
Strategic support on internal governance
The Executive Management Support plays a key role in supporting the GD and DGD in the internal governance follow up and:
Ø Coordinates and follows up on specific executive dossiers assigned by the GD and DGD; in liaison with the Project Management Officer (PMO) and Internal Communications Manager.
Ø Performs directed research as per requested, prepares and presents findings in the form of briefing papers, reports and presentations,
Ø Is the referent for key documents, decisions and updates related to the executive governance and internal rules,
Ø Provides analysis and development of initiatives regarding management of issues identified in the organisation, in consultation with the GD and DGD.
Information and communication linkage
The Executive Management Support plays a proactive role in providing reciprocal informational linkage between the GD and DGD towards the CoDir, the DG10, the Middle Managers, the President and any other stakeholders both internal and external, and is the focal point to:
Ø Responds to requests for information coming from inside and outside MSF on organizational and structural questions,
Ø Acts as the GD and DGDs representative for communicating proactively decisions and any relevant information in support of the internal strategic understanding. **
Ø Collaborates with the internal communications manager on communications to be sent to the wider MSF audience.
Supervises the General Direction Department (GDD) Assistant and Oversees Department Assistants Platform
The Executive Management Support supervises the GDD Assistant and ensures that she/he provides the required administrative and logistical support to members of the General Direction Department and is available to provide any other support to the GDD Assistant as per requested by the GD and DGDs.
The Executive Management Support acts as team leader of the Department Assistants Platform, coordinating the bi-monthly meetings, following up on decisions taken and their implementation, and scaling up issues to the DGD if required.
REQUIREMENTS
We are looking for a forward thinking, experienced and enthusiastic candidate, inspired by MSF social mission.
CONDITIONS
· Expected starting date: 01/03/2022
· Contract type: Open-ended contract (CDI), full-time
· Location: based in Brussels
· Salary according to MSF-OCB HQ grid – Hospital Insurance (DKV) – Pension Plan – 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
Deadline for applications: 06/02/2022
This vacancy is archived.