PURPOSE OF THE JOB

The position of International Secretariat Support Officer will support the International Secretary General and the Senior ExCom Officer on tasks which allow them to focus on the development and follow-up of key executive dossiers. These tasks include some foundational administrative support, but the International Secretariat Support Officer supports far beyond administrative coordination - they act as a strategic partner, proactively anticipating needs, streamlining decision-making, developing substantial background briefings, and helping to ensuring the International Secretary General’s time is focused on the highest impact priorities.

ACCOUNTABILITIES

Support to the International Secretary General and Deputy Secretary General (70%): serve as a trusted partner helping to prioritise initiatives and manage competing demands, anticipating needs and proactively resolving issues.

Provide proactive full diary management, full travel management, and full administrative support; act as a “gatekeeper” and protecting the ISG and DSG’s time to allow their focus to remain on the priority areas.i. Support with annual international administrative planning.

Prepare briefing materials, agendas, and follow up actions for non-ExCom internal and external ISG/DSG meetings. Where relevant, track key initiatives, follow up with stakeholders, maintain visibility into progress, and conduct research and synthesise information. This may be applicable to the International Office (IO) Leadership Team (LT) and IB.

Draft, edit, and proofread correspondence (emails, letters, social media, and reports) with a high-level of accuracy, handling sensitive information with the highest level of confidentiality.

2. Support to the Senior Executive Committee Officer (30%): serve as a trusted partner helping to prioritise initiatives and manage competing demands, anticipating needs and proactively resolving issues.

Provide administrative support for the coordination of the Executive Committee; proactive scheduling, vote and record-keeping, information-sharing, and maintenance of online groups and spaces.

Initiates and leads on logistical arrangements for Core and Full ExCom F2F meetings.

Produce content as requested, including email and outcome drafting.

3. Other tasks as requested by the International Secretary General and Senior Executive Committee Officer.

AUTONOMY, COMPLEXITY

Complexity of the MSF structure and wide scope of ISG engagements

Autonomy to proactively anticipate needs and make decisions within as per agreed direction and frameworks

Fast-paced dynamics and changing engagements

SAFEGUARDING REQUIREMENTS FOR THE ROLE

All staff must:

Contribute to a safe, supportive, fair, inclusive, equitable, diverse, respectful, and healthy working environment free from abuse and other misconduct.

Ensure that all relations and behaviour towards anyone came into contact within one’s role with MSF are respectful, non-discriminatory, and professional.

Not engage in any form of abuse or misconduct, including those detailed in MSF Typologies of Abuse and when an employee suspects, observes, or hears about abuse, they will report it (without investigating it) to protect others.

highlight the importance of a member of staff’s duty and responsibility to safeguard, report and promote appropriate behaviours.

Job requirements
Education

Bachelor’s degree or equivalent professional experience.

Experience

Essential

Demonstrable experience of managing complex, dynamic calendars with an emphasis on strategic time allocation.

Experience in coordinating cross-functional teams and liaising with stakeholders at all levels, including external partners and senior executives.

Experience preparing briefings, reports, presentations, and meeting materials with a high level of accuracy.

Highly desirable

Extensive experience working as an Executive Assistant to Director / CEO level

Competences and interpersonal skills

Exceptional organisational skills with the ability to anticipate needs and plan.

Strong time-management skills and an ability to coordinate multiple concurrent projects.

Excellent written and verbal communication, able to draft clear, concise, and professional outcomes and correspondence.

High level of discretion, judgement, and emotional intelligence, and the ability to build a strong network across an organisation.

Confident decision‑making and the ability to act autonomously when required – evidenced self-motivation and proactivity.

Skilled at filtering information, prioritising tasks, and maintaining momentum across multiple workstreams.

Flexible team player, willing to adapt to changes, and confident tackling unfamiliar challenges across multiple domains of knowledge/experience.

Ability to work in a disciplined and organised fashion, under pressure, with conflicting priorities and across time zones.

Experience in the practical use of personal IT equipment and Microsoft Office 365 suite. The ability to effectively collaborate and communicate within a hybrid working environment utilising Teams, SharePoint, and Outlook. An aptitude for quickly learning new software and systems.

Language

Excellent English (written and spoken) is essential. French and other languages are further assets.

Please send your resume/CV