Title: International Medical Coordination Officer
Location: Brussels
Contract: Fixed-term, full-time position
Duration: 30.09.2023 with possibility of extension
Starting date: ASAP
Deadline to apply: 28 March 2023
Reporting to:To the International Medical Coordinator (IMC) and to the Coordinator of the “Source of Product Information and Coordination”
SPINCO
I. MSF INTERNATIONAL
Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation.
MSF International is the legal entity that binds MSF’s 24 sections, 25 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested.
II. POSITION BACKGROUND
The International Medical Coordination Officer is a key element of the following teams: the International Medical Coordination and the SPINCO team in Brussels. The international medical coordination team is composed of 35 persons based in 15 countries, the SPINCO teams has 18 persons based on 5 countries. In addition to that, each coordinator and team member is working with MSF collaborators in 23 sections and in MSF projects.
III. PLACE IN THE ORGANISATION
The officer will:
o Report to the International Medical Coordinator (IMC) and the SPINCO Coordinator
o Interact with the International Medical Secretary (IMS), the IMC, the International Deputy Medical Coordinator, the SPINCO Coordinator and his team, and any other contact considered necessary.
IV. OBJECTIVES OF THE POSITION
The International Medical Coordination Officer will play a key role in relation to the Dirmed platform; and the intersection collaboration by acting as a first contact with the 25 working group leaders based in the 5 MSF OCs and WACA.The Officer will be responsible of firsthand coordination of transversal efforts across WGs and other intersectional medical forums, including the resource allocation and consultancies related to WGs-ERB-IMC. The Officer will also be the focal point for developing guidance, organising and maintaining documentation and improving information and knowledge management across the organisation for the IMC and SPINCO.
V. MAIN RESPONSIBILITIES
5.1. International Medical Coordination – 80%
5.1.1. With the International Medical Coordination (coordinator)
With the IMC ensure the management of the Dirmed platform and medical intersection groups.Follow-up all the necessary steps for the finalization and validation of the international medical guidance documentsLiaise with departments (HR, finance, technical etc.) in Brussels and Geneva and with the Working Groups regarding specific projects and short-term consultancies (follow up contracts, invoices, quality assessment/evaluation)Support budget tracking and allocation of resources Balancing competing demands and stakeholder requirements to ensure key deliverables are met within the required timeframes Assesses information submitted to the IMC, briefs the IMC, and makes other recommendations as neededFollows up on decisions of international platforms, identifies potential subjects of interest and analysis5.1.2. With the DirMed platform
Drafting and disseminating agendas, preparing the session structure, content and background documents with the IMC and relevant stakeholders, minuting the meetings, documenting and ensuring the follow-up of decisions to achieve expected outcomes and action points;Lead on specific dossiers related to DirMed through knowledge and information management by networking with relevant stakeholders, organizing meetings, taking minutes, and following up on actions, and tasks;Contribute to the continuous improvements of some processes e.g. International Medical Guidance validation;Manage the information and documentation gathering, sharing and archiving on SharePoint.5.1.3. Medical intersection collaboration:
Focal point for over 25 WG leaders and CG focal points, following requests to the Dirmed platform, the yearly WG Action Plan review and other interactions with other units, e.g. Learning &Development units;Lead on specific dossiers related medical groups and the IMC through knowledge and information management by networking relevant stakeholders, organizing meetings, taking minutes and follow up on actions, and tasks;Collaboration with intersection medical WGs: in charge of WG leaders including orientation, induction and training on intersection collaboration practices and tools;In charge of the follow up of the medical intersection collaboration: Working Groups (WG), Contact Groups (CG), Task Forces, Networks, and others.5.1.4. International medical documents:
In charge of Knowledge Management including set up, maintenance and improvement on O365 SharePoint;Ensuring access to updated medical guidance as well as process documents;Accompanying the production and validation process and ensuring dissemination across the organization.Support with translations for documents drafted by WGs (selection and prioritization with the IMC and coordination with the Translation Coordinator)5.1.5. Other tasks:
Responsible of HR and IT management and administration of IO Brussels based staffResponsible for IMC documentation gathering, sharing and archiving;Coordination with other International platforms (MEDOP, RIOD, EXCOM, IB, etc.) as needed;Prepare intersection meetings and larger events as required, including agenda, technical support, reading materials and minutes.5.2. SPINCO – 20%
5.2.1. Responsible of communications and collaboration – 10%
Responsible for the SPINCO Newsletter;Responsible for the SPINCO website update and maintenance;Defining content and chairing Spinco team meeting that enables internal team communication;Responsible for Information and knowledge management setup.5.2.2. Support to SPINCO team -10%
Follow-up of invoices and coordination with IO Finance team (and OCB finance team when needed);SPINCO Steering Committee, UNIMEDS, and MSL meeting organization and follow-up: dates planning, invitations, practical details on site (IT, room, catering), agenda setting, minutes writing and sharing, other assistance as required;This vacancy is archived.