Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization that delivers impartial medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries.
We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s common mission.
The Field Human Resources Department (Field HR) is responsible for recruitment, selection, placement, and retainment of qualified and well-suited field staff to meet the growing needs of MSF field operations.
The Field HR Recruitment Assistant is responsible for the development, performance and maintenance of the administrative components of MSF-USA’s Field Human Resources recruitment and training processes. He/She will perform administrative functions to support the Field HR application, interview, intake, selection and training process.
Recruitment Administration (75%)
Manage the end-to-end process for field worker applications and candidacy within established timeframes
Act as the main point of contact for all public inquiries regarding the recruitment, application and selection process by maintaining both written and verbal communications with applicants including phone screening/interview invitations, rejection letters and responding to general queries
Act as primary administrator for the application databases (Formstack, Timetrade & Recruiterbox), including necessary data-entry, regular maintenance, applicant tracking and correspondence in a timely manner
Act as primary recruitment administrator for Symphony (HCM database), including data-entry, facilitation and administration of on-boarding process in system and communication of any changes within the system
Ensure clean and clear scheduling for selected fieldworker interviews according to the recruiters needs and directives
Process criminal background checks and act as primary focal point for vendor correspondence and invoice receipt
Organize all administrative aspects of Information Days and Welcome Back Days, including but not limited to sending invitations, coordinating travel & accommodations, ordering catering, preparing room, distributing per diem, processing expense reports, sending acceptance packages and filing employment documents
Analyze & provide recommendations, and implement improvements to recruitment process
Provide administrative support for specialized recruitment activities
Cross-departmental collaboration (25%)
Regularly Cross-trains with the Field HR Assistant or Associate to be able to support administrative functions related to fieldworker departures during absences
Makes transportation arrangements, organizes document authentication procedures, procures visas, manages database, and liaises with fieldworkers and operational center counterparts when covering for the FHR Assistant or Associate.
Administration of the MSF-USA Scholarship Fund and Medical License Reimbursement application. Including but not limited to, filing applications, communicating decisions, collecting and reimbursement of invoices / receipts.
Attend regularly scheduled staff meetings and Program Updates and several annual office-wide debates to participate in information sharing across all departments. Stay informed on important MSF topics so as to be able to contribute to the organization’s ongoing development.
Participate in cross-departmental teams and committees as needed, specifically to represent the needs of the Field HR department.
I. Supervisory Responsibilities:
Does not supervise staff but may coordinate activities with office interns and/or volunteers on an as needed basis.
As assigned by the Field HR Recruitment Team Leader, oversees the work of external consultants and acts as primary administrative contact with vendors.
II. Fiscal Responsibility
Make arrangements within agreed-upon guidelines. Code and submit venue bookings, research materials, shipping costs, travel and hotel request forms including information about re-billing to operational sections.
III. Extent of Public Contact
Regularly greets field worker candidates and assists them through the application and selection process, meeting them when they come to NY for an interview. Interacts and makes arrangements with hotel, travel and food vendors
IV. Physical Demands
While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
V. Working Conditions, Travel and Environment
The duties of the job require regular attendance 5 days/week for a minimum of 35 hours. Must be available to work before 9:00 am, after 5:00 pm or on weekends, as required. Must be able to travel as required for standard domestic and international business travel.
· Min. 2 years administrative work experience in an office environment plus BA; or equivalent combination of education and experience.
· Prior experience in Human Resources or recruitment preferred
· Organized, detail-oriented, ability to prioritize and work under pressure, with a flair for creative problem solving.
· Strong interpersonal and written and oral communications skills.
· Computer literate with strong skills in word processing and spreadsheets, familiarity with databases and ability to learn new Windows-based programs.
· French language proficiency
· Demonstrated interest in non-profit/NGO sector
Full Time Non-Exempt
Starting salary high 40s to low 50s (commensurate with experience).
Desired Hiring Date
June 10, 2019
Working Time %