Assistant of the Logistics Department

Medecins Sans Frontieres (MSF) is an independent, medical, emergency relief organisation that provides assistance to people worldwide, regardless of their background, religion or political convictions. Above all, we aim to save lives and to offer medical care to victims of disasters, wars and epidemics. Working together with local staff, we give direct support to the population. MSF also appeals to those in power, including governments and international organisations, and speaks out about the abuses we encounter in the course of our work. The Dutch organisation 'Artsen zonder Grenzen' (MSF-Holland) is a member of the international organisation 'Medecins Sans Frontieres'.

MSF Operational Centre Amsterdam (OCA) currently operates medical humanitarian interventions in 25 countries. On a yearly basis MSF-Holland deploys over 1100 international staff and employs approximately 7000 national staff. At headquarters in Amsterdam, approximately 220 employees offer their support to the projects.

The logistics department consists of 2 units: procurement (responsible for purchasing and transport of project goods and related services to the field projects) and field support (responsible for logistics and technical support to the field projects). The department consists of 30+ staff.

Due to the departure of the current assistant, the logistics department is looking for an enthusiastic

Assistant of the Logistics Department (80%)

The assistant of the Logistics department reports directly to the Head of the Logistics Department and operationally to the Co-ordinators of the Field Support Unit and the Procurement Unit. In this position you provide administrative and organisational assistance to the Head of the Department and other employees of the department.

Main responsibilities

• Supports the department in ongoing day-to-day business and administration, such as dealing with correspondence, managing phone calls, administrative support and processing invoices and declarations;
• Plans and facilitates meetings and minute taking;
• Keeps an overview of presence of department staff, including registration of holidays, sick leave and field visits and coordinates a minimum presence as well arranges the attainability outside office hours for urgent matters;
• Assists the department with making travel arrangements including insurances;
• Takes a pro-active role in providing information and support to the department;
• Maintains the satellite communication equipment database; coordinates the communication between the field and the supplier about the (de-)activations of the SIM cards and distributes the monthly invoices;
• Supports the HoD in the department planning and reporting, including the check of the monthly overview of the departmental budget and prepares the quarterly report (budget & financial narrative);
• Is webmaster of the logistics website in SharePoint;
• Is responsible for continued implementation of SharePoint within the department concerning consistency of logistics information as well as helping colleagues with the transition;
• Is responsible for the administration of field email account management;
• Is willing to be the BHV (bedrijfshulpverlener) for the department.

Profile 
You are enthusiastic, result-oriented and like to work in a hectic environment. You have proven experience in administrative support tasks, including minute taking in meetings. You can familiarise yourself quickly with new topics, work independently and are a team player. You have good communication and organisational skills. You know how to use computers and programmes such as Word, Excel, Outlook and SharePoint. For this position a good level of English is a prerequisite and knowledge of Dutch is an advantage. You have affinity with MSF's goals, culture and philosophy.

We offer

• A contract for 1 year for 32 hours per week (with renewal option)
• A gross salary between EU1,963 and EU2,804 (based on a 40 hour working week) in scale 4 depending on relevant work experience
• A premium free pension
• A stimulating work environment in an internationally active organisation

Application:

Further information can be obtained through Stijn Kiens (Head of Logistics Department), tel. +31 (0)20-5208953. If you are interested in this position please send your letter of application and curriculum vitae before the 21st of May 2014 toofficejobs@amsterdam.msf.org for the attention of Amanda van Hoorn, Personnel Officer.

Please mention `vacancy Assistant Log Dept' in the subject line and also mention the source where you have read this vacancy.

Interviews will be held in week 22.

Acquisition is not appreciated.