Mission Travel Manager (F/M) – Cell 2 (E-cell)
Médecins Sans Frontières, an international humanitarian medical association created in 1971, provides medical assistance to populations whose lives are threatened: mainly in the event of armed conflicts, but also epidemics, pandemics, natural disasters or even exclusion from care.
The Mission Travel Manager is responsible for the organization and management of professional travel within his scope. They are the focal point of “mission movements” for the teams involved and the operational teams at headquarters and in the field.
Main activities
Under the hierarchical responsibility of the Business Travel Coordinator:
Reception, orientation and management of formalities essential to the proper preparation of travel
- Check and confirm the feasibility of movements (departures, returns, transits) by ensuring that the status of the person concerned (medical, administrative, etc.) allows travel to be considered under the desired conditions.
- Organize and ensure the proper completion of briefings and debriefings.
- Organize medical appointments according to the procedures in place (Pasteur, etc.).
- Ensure the availability, validity and conformity of travel documents.
- Ensure that people in a situation of displacement receive the required practical information in advance (travel plans, administrative and medical prerequisites, essential documents, etc.) before travel is confirmed.
- Respond to all concerns related to travel preparation; Facilitate interactions between people on the move and other key stakeholders (HR Units, HR Admin, SHU, etc.).
- Ensure the effective completion of essential formalities (medical appointments, etc.); Alert the relevant stakeholders (Cells, SHU, etc.) in the event of shortcomings likely to compromise the organization of the trip.
- Constantly offer proactive, attentive support adapted to the configuration of each trip (people welcomed in Paris, people with limited experience in MSF trips, etc.).
Administrative, logistical and financial management of travel
- Manage the procedures for obtaining documents and other authorizations necessary for travel (visas, work permits, passes, etc.) for OCP, and where applicable for other operational centers.
- Establish departure sheets and define travel plans for people deployed within its scope of activity.
- Keep yourself constantly informed of the rules, obligations and specific travel conditions within your scope of activity.
- Analyze the risks associated with different trips (movement likely to involve an airline classified “orange” or “red” by Aircraft Unit, significant delays on arrival or departure, etc.); Alert the people concerned (Cells, etc.); Identify and propose alternative solutions
- Ensure the proper transmission of critical information on national and international movements between key players at headquarters and in the field (Cells, Missions, SHU, GP, etc.)
- Represent the association in contacts with external partners (embassies, consulates, airlines, travel agencies, hosts, taxis, etc.); Ensure that interactions take place in accordance with MSF’s interests and ethical values.
- Manage the fund allocated to travel expenses (payment of per diems, visas, etc.) in accordance with applicable accounting procedures; Ensure the availability of sufficient cash; Manage the service chest by delegation from the Service Coordinator.
Advice, technical expertise and facilitation of operations
- Advise operational teams on optimal movement management methods as part of the deployment of teams in the field.
- Technically support and supervise the people in charge of movements within its scope of activity.
- Ensure the proper transmission of critical information on national and international movements between key players at headquarters and in the field (Cells, Missions, SHU, GP, etc.).
- Occasionally occupy positions of Transit Admin or liaison officer in the field; Carry out evaluation or support visits when necessary
- Ensure capitalization, sharing of experience and good practices in movement management at all levels.
- Facilitate the understanding and consideration of institutional issues (environment, QVT, etc.) in the organization of travel.
Cross-functional activities and contribution to service management
- Actively participate and be a driving force in cross-functional projects/work carried out or supported by the service.
- Participate in the monitoring and evaluation of service activities; contribute to the production of activity reports.
- Maintain analysis and activity management dashboards.
- Contribute to the development and improvement of department processes and tools.
- Share information and knowledge, develop the ability to work with other services or departments.
- Guarantee the continuity of activity within its scope and at the service level; Participate in the management of on-call periods according to the rules in force and the organization of the service.
Profile sought
Experience
- Minimum bac+3 diploma and/or experience in a similar position in a comparable configuration or field experience in an administrative position are required.
LANGUAGES
- French and English C1
- An additional language is an asset
SKILLS
- Mastery of the office pack.
- Knowledge of travel management tools
Aptitudes
- Rigueur
- Organisation
- Versatility
- Analytical capacity
- Good interpersonal skills
- Priority management and work in emergency situations
- Good stress management
- Confidentiality
- Sense of service
- Teamwork
Job specifics
Status : 8-month full-time fixed-term contract. Similar executive position, based in Paris. Teleworking according to the rules in force at MSF (2 days/week).
Conditions : €44.1K gross annual over 13 months. 22 days of RTT per year. Supplementary health care 100% covered by Médecins Sans Frontières. Restaurant vouchers with a face value of €12 (60% covered by Médecins Sans Frontières). 50% coverage of public transport fare.
Position to be filled: until November 2025
How to apply
Please send your application (CV + cover letter) to the following address: Mission Travel Manager (F/M) – Cell 2 (E-cell) | Doctors Without Borders
