Executive Assistant - Medical Coordination - Brussels

Title: Executive Assistant – Medical Coordination
Location: Brussels, Belgium
Duration: Long-term contract, open ended
Full time position
Reporting to: International Medical Coordinator (IMC)
& International Technical Coordinator (ITC)
Starting date: 16 March 2015
Application closing date: 17 February 2015


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 21 sections, 24 associations and other offices together. Based in Geneva, MSF International provides coordination, information and support to the MSF Movement, as well as implements international projects and initiatives as requested. MSF International also provides administrative support to the MSF Access Campaign.


The position of Executive Assistant for the medical coordination has been created to support the International Medical staff in the International Office.


The Executive Assistant will:

  • Report jointly to the International Medical Coordinator and the ITC Coordinator
  • Interact with the International Medical Secretary (IMS), the International Medical Coordinator (IMC), the ITC Coordinator and team, the Speaking Out Cases (SOCS) leader, and any other contact considered necessary


The Executive Assistant Medical Coordination will provide administrative support to the medical staff of the international office of MSF (international Medical Secretary, International Medical Coordinator, ITC coordination and medical team in Brussels) and to the SOCS team.   As such, the Executive Assistant Medical Coordination will play a key role in the organization of international meetings, be responsible for ensuring efficient logistical organization of the meetings and the production of accurate minutes. The Executive Assistant Medical Coordination will also be the focal point for maintaining documentation; and will provide other support to the International Office medical team, as required.


Executive support

For the IMS and the IMC, the Executive Assistant will:

  • Manage and arrange diary, travel and visa, meeting requests and set up, correspondence and phone communication
  • Manage signatures of documents
  • Develop and maintain a contact database
  • Compile expense claims
  • Draft documents (letters, updates), put together presentations, perform editing and formatting
  • Maintain and organise up-to-date archiving (hard copy, electronic, Tukul)
  • Perform other administrative tasks as required (document printing, scanning, etc.)

International Meetings

The Executive Assistant will:

  • For points one to four below, this will include, among others, the MedOp, DirMed, and Medical Standing Committee meetings:
    1. Be responsible for managing the logistics of the international meetings (meeting room booking and preparation, catering, technical settings, document printing, other general assistance),  and for coordinating with the other assistants in the Movement for the logistical organization
    2. Write minutes for those international meetings, including through audio recordings
    3. Assist in preparing, formatting, editing and circulating background documentations and agendas
    4. Post international meetings related information as necessary on the Intranet and the associative website
  • Assist the ITC team and Medical Working Groups in meeting set up, meeting minutes and follow up of actions agreed during these meetings
  • Assist in organizing other major international meetings when required

Documentation support

For the IMS and the IMC, and for ITC coordinator, the Executive Assistant will be responsible for:

  • Archiving support: support the team with document archiving as stipulated in the archiving rules (document scanning, physical archiving, inventory ...)

Support to Brussels based IO staff

  • Liaise with and report to the HR departments in Brussels and Geneva
  • Maintain staff holiday records and communicate them to HR in Brussels
  • Process any staff medical absence notes and communicate to HR in Brussels
  • Liaison with HR departments on any new starters or leavers
  • Travel arrangements for external visitors according to needs (plane or train ticket, hotel bookings, etc)
  • Manage any new staff arrivals and installation
  • Set up room and working space
  • Ask for appropriate connections (phone line, OCB network)
  • Liaise with the IT department (PC and login ordering)

Support to Speaking Out Cases

Support in this area will be intermittent (estimated at 20 to 30 days per year) with some occasional intense periods for example during the production of hard copy reports.

  • Book flights/train tickets and accommodation
  • Organise Editorial Committee meetings and write minutes (at most once a year)
  • Archive and follow up administrative documents (budget, estimates, invoices, consents forms)
  • Set up and manage a contact data base (people interviewed)
  • Liaison with the MSF sections
  • collect sections’ orders for hard copies (once a year) and organize the distribution with the printing agency,
  • follow up the International buffer stock ( based in Bordeaux)
  • occasionally make a survey of the distribution and use of the SOCS,
  • organize production of promotion documents and distribution to the whole movement
  • Support to facilitate access to OCB archives and OCB people to be interviewed
  • Occasionally scan and/or file a significant amount of documents (at most a 2 days  once or twice a year)


The Executive Assistant will be required to:

  • Maintain email lists
  • Maintain an up to date list of working groups and WG members
  • Assist with incoming and outgoing mail
  • Welcome and guide external visitors, if required
  • Take care of business card orders and of the catering stock for meetings
  • Report and follow up on any necessary office maintenance
  • Undertake other duties as requested.

It is estimated that the job will be organised as follows: 50% for the international medical part, 20% for the administrative part in Brussels office, 15% for ITC coordination and team and 15% for Speaking Out Cases support.


  • Genuine interest in, understanding of and commitment to the humanitarian principles, social mission, operations, and challenges of MSF
  • Outstanding organisational skills with the ability and judgement to prioritise appropriately and to follow multiple tasks at any one time
  • Ability to summarise information and produce accurate, well written minutes and reports
  • Previous work with senior management essential
  • Energy, tact, flexibility and tenacity to ensure that tasks are completed well, often within tight deadlines
  • Self-motivated, responsible and committed, with problem-solving abilities, and with the ability to work effectively in a team
  • Proficiency in English to mother-tongue standard, French fluency a clear advantage
  • Ability to work in a multi-cultural environment; possessing maturity, patience and understanding
  • Diplomatic ability and judgement regarding networking, information gathering, and negotiation
  • Bachelor/postgraduate degree desirable
  • Office management experience is an advantage
  • MSF or other NGO experience an advantage
  • Knowledge of medical domain an advantage
  • This position requires occasional short trips to other MSF offices within Europe and flexibility to occasionally travel and work outside normal business hours and on weekends.


Location: Brussels, Belgium
Duration: Long-term contract, open ended
100%, Full time position
Starting date: 16 March 2015
Application closing date: 17 February 2015

Please submit all applications only by email to: IO-recruitment.gva@msf.org stating “Exec Assistant Medical Coordination” in the title.

Please submit your CV and cover letter in ONE file and name the file with your LAST NAME.

-Only short-listed candidates will be contacted-