Belgium

PROFILE REQUIREMENTS

Competences

• User oriented attitude
• Analytical thinking
• Proactivity and initiative
• Time management
• Capacity for autonomy and self-organization

Skills

• Strong written and spoken communication
  • English and French required
  • Dutch and Spanish an asset
• Tech skill
  • Basic understanding of Windows environment
  • Understanding of complex web based apps
  • Basic Linux OS will be an asset
  • Basic knowledge of SQL will be an asset
  • Basic knowledge of PHP scripting  will be an asset

Experience

• IT support to final user
• E-Learning platform administration and content creation
• MSF or humanitarian experience will be an asset

CONDITIONS

Location:                     Brussels

Contract:                    Permanent contract at 80%

Duration:                    open

Starting date:             15/01/2018

 

Deadline for applications: 04/12/2017

Please submit all applications only by email to IO-recruitment.gva@geneva.msf.org stating “UniData User Support Officer” in the subject

Please submit only ONE file containing your CV and cover letter and name the file with your last name only.

Only short-listed candidates will be contacted.

MSF INTERNATIONAL

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.

context

The International Technical Coordination (ITC) was created to maintain consistency in the choice of medical and non-medical articles between MSF sections in order to improve MSF interventions, while taking into account field realities. Proposed and developed by the logistics and medical departments, ITC was officially recognised at International level in 1994 and integrated into MSF International in 2006.

The role of ITC is to coordinate decisions taken, to inform and advise decisional bodies but it is not responsible for taking decisions.

In 2016 UniData was implemented. This Master Data Management system (MDM) contains all the codes created in the MSF movement, avoiding duplication, improving the articles description and thus streamlining supply chain processes. With it, ITC delivers article Master Data to all the MSF movement.

PLACE IN THE ORGANISATION

UniData is delivered by the International Technical Coordination of MSF International.

The UniData Help Desk and Training Manager lead the UniData Support Team. This team is responsible of monitoring and guaranteeing that the Service Level Agreements (SLA) are respected.

The UniData User Support Officer, as part of the UniData Support Team, reports to the UniData Help Desk and Training Manager and works closely with key staff in all five Operational Centres and all 3 European Supply Centres of MSF to fulfil the indicated objectives.

OBJECTIVES OF THE POSITION

The purpose of the position of the UniData User Support Officer is to guarantee the SLA’s are respected following the UniData Service Management System processes and procedures according the FitSM ITSM methodology.

MAIN RESPONSIBILITIES

• Participate in UniData Service Management System (SMS)
  • Help Desksystem management
    • To monitor new tickets received at UniData Help Desk tool
    • To follow the procedures to categorize and assign  the received tickets to the right process and owner
    • To ensure proper data quality level is maintained in the information stored in UniData Help Desk Tool
  • Service ReportManagement
    • To take ownership on most of the service reports
    • Maintain the service report specification for the reports under his/her ownership
    • Produce and deliver the service report according to the specifications
    • Ensure that the input / contributions required to produce the report are provided in time
    • Understand new or changed requirements on the report under his/her ownership, and update the report specification accordingly
  • Incident and Service RequestManagement
    • To take ownership on most of the tickets received
    • Coordinate and take over overall responsibility for all activities in the lifecycle of a specific incident or service request
    • Monitor the progress of incident resolution or request fulfilment taking into account agreed
    • Trigger reminders to those involved in incident resolution or request fulfilment and escalate to the process manager as required
    • In case of a (potential) SLA violation, trigger communication and escalation as defined in the SLM process
    • Ensure an adequate level of documentation for the specific incident or service request
  • ProblemManagement
    • To take ownership on most of the identified problems
    • Coordinate and take over overall responsibility for all activities in the lifecycle of a specific problem, including problem analysis and identification of options to handle the problem
    • Monitor the progress of problem resolution and ensure that the problem is escalated effectively, if required
    • Ensure the information in the KEDB on this problem / known error are up-to-date, including appropriate descriptions of potential workarounds
    • Communicate the problem / known error and potential workarounds to relevant stakeholders (e.g. ISRM staff and users)
    • Depending on the selected option for dealing with the problem / known error, raise requests for changes or trigger the CSI process as required
  • ChangeManagement
    • To take ownership on most of the Request For Change tickets
    • Control and coordinate all activities in the lifecycle of a specific change
    • Monitor the progress of change evaluation and implementation for this change
    • Ensure that the change record is complete and up-to-date at any time from recording the request for change to completion of the post implementation review
    • As applicable, communicate with the release owner of the release containing this change
  • Release and DeploymentManagement
    • To participate in software testing and quality assurance
  • Any other SMS task requested by his/her manager
• To support the UniData Help Desk and Training Coordinator on managing our E-Learning infrastructure
  • Participate in the development of new E-Learning knowledge units (nuggets) and improvement of already existing ones
  • TTS platform administration including:
    • User management
    • Nugget deployment and maintenance
    • Statistics generation
    • Etc.

PROFIL DU CANDIDAT

• Minimum Bachelier en Gestion des Ressources Humaines ou Droit, ou Sciences du travail
• Expertise en législation sociale belge basée sur une expérience de 3 à 5 ans dans le domaine, notamment en gestion de contrat de travail et assurances
• Parfaite maîtrise du Français et du Néerlandais (oral et écrit), et une bonne compréhension de l’anglais.
• Bonnes compétences en informatique: Word, Excel
• Bonnes compétences en communication et en gestion des relations interpersonnelles
• Organisé(e), méthodique et méticuleux (-se)
• Flexible et dynamique
• Sachant travailler en équipe et sous pression
• Motivation pour le secteur humanitaire
• Adhésion à nos valeurs managériales : Respect, Transparence, Responsabilisation, Intégrité, Confiance, Autonomisation

CONDITIONS

• Contrat à durée indéterminée - Temps plein - basé à Bruxelles
• Assurance Hospitalisation – Pension complémentaire – Cantine à tarif démocratique – Remboursement 100% des frais de transport en commun)
• Date d’entrée en fonction : immédiate

Envoyer lettre de motivation et CV par e-mail : recruit-hq-hr@brussels.msf.org avant le 5 février 2018 avec la référence « contrat HQ » à Muriel Moussiaux, département RH

CONTEXTE

En tant que HQ Contracts and Insurance Officer, la personne est plus spécifiquement responsable des contrats du siège et joue un rôle de centre d’expertise en Assurances des personnes.

La personne agit de manière intègre conformément aux attentes de l’organisation, en respectant la confidentialité et les engagements, et en évitant toute forme de partialité.

Contacts quotidiens avec les membres du personnel MSF, et ce, à tous les niveaux hiérarchiques.

PROFIL DE LA FONCTION

 

CONTRATS

Gestion avant l’engagement : crée la fiche d’identification dans le logiciel HR ; vérifie la conformité des informations sur base des documents ; fournit (éventuellement) au candidat une estimation de son niveau salarial en tenant compte des spécificités liées au poste et des informations reprises dans son dossier.

Gestion des contrats Siège : établit les contrats, les avenants ainsi que les documents annexes nécessaires en cours de carrière (C131B, allocations familiales…) ; assure le briefing d’accueil ; garantit un suivi administratif des travailleurs à travers le logiciel RH.  

Gestion et suivi légal et administratif des fins de contrat

ASSURANCES

Gestion administrative des assurances des personnes (Assurances hospitalisation et Assurance Groupe): déclarations, affiliations, désaffiliations, vérification et suivi des factures, suivi de dossier, diffusion des informations,…

MOBILITE / TRANSPORTS

Gestion administrative de la mobilité du Personnel: encodage sur sites des fournisseurs (STIB, SNCB,..), contrôle des factures, encodage des abonnements mensuels dans le système HR.

Communication/Documentation

Personne de référence pour toute question relative aux matières liées à sa fonction

• suivi des dispositions légales
• amélioration continue des procédures et politiques relatives aux matières en rapport avec sa fonction
• Mise à jour les documents/fiches techniques liés à son poste

 Remplacement du Payroll (en cas d’absence,..)

Essential

• A Bachelors degree and demonstrable degree in higher education or related field.
• Experience in proposal and report writing, ideally within the development context and / or institutional donors.
• Demonstrable knowledge and experience of major institutional donors, including familiarity with key donor priorities and grant implementation, monitoring and evaluation guidelines.
• Appreciation of the goals and objectives of GOAL.
• Adept in use of Word, Excel, PowerPoint.
• Fluent in English with strong analytical skills.

Desirable

• Ideally, a minimum of two years of practical experience in humanitarian and / or development programs, with a particular focus on grant or program management, preferably within one or more of GOAL's program countries.
• Specific knowledge or experience of GOAL's thematic program or sectors.
• Fluency in French, Spanish or Arabic.

The Desk Officer is responsible for the coordination of information between Head Office and the country programs, the program and the organization of information and the provision of overall program support. Reports to the Operations Manager. 

This includes supporting the provision of the Head Office support to the Country Director and senior in country team for the effective implementation of the country program. The candidate for this role will be ideally French and / or Spanish.

At Head Office and at international level, the Desk Officer is the first point of contact for all information on assigned country programs. Specifically, the Desk Officer:

• Provides head office support and coordination during development
• Represents country programs internally at HQ, including during operations and Project Review Committee meetings.
• Represents GOAL and country programs externally with donors and in related fora.
• Provides first line of contact between Head Office and assigned country programs.
• Facilitates and supports the Country Directors in the creation, implementation, monitoring and reporting of country plans and programs.
• Head Office departments, other country programs and GOAL technical staff in respect of assigned countries.

Main Duties

Submissions, grant management and donor liaison

• Coordinate, support and provide knowledge to country program staff in developing submissions to donors; including, but not limited to, concept notes, proposals, reports, cost and other contract modifications and donor correspondence.
• Global Project Review Committee (PRC) Regional PRC, PRC approval and PRC approval.
• Review all field submissions of reports and proposals to donors for accuracy, completeness and timeliness. Evidence of community feedback mechanisms and information sharing being included in project plans should also be sought from Country Programmes.
• During PRC process, check for evidence of and communicating the importance of from a HQ perspective of community participation in the design of programmes.
• Maintain submission and grant information in softcopy (including on the Grant Management System- GMS, and departmental files) and in hard-copy grant files.
• Thoroughly review all contracts and letters of agreement from donor agencies and partners, highlight key conditions for field and relevant staff in HQ.
• Initiate grant opening meetings with Operations, Finance and Logistics departments in Head Office upon commencing a new grant – record and manage permanent filing of minutes.
• Liaise with, and represent GOAL to donors in relation to country and project specific matters, and in relation to new business.
• Monitor donor websites and calls for proposals and report on new opportunities to Country Directors and the Deputy / Operations Manager.

Representation and visibility

• Ensure the relevant Donor visibility requirements are addressed appropriately in all submissions to donors, and country programme staff are appraised of donor requirements during grant implementation.
• Prepare specific briefs for senior management, media department, donors, and country offices as required; maintain a country profile document for up to date country briefings.
• Ensure that GOAL project information for external relations is current and accurate.
• As appropriate represent GOAL in external sectoral networks – facilitate the exchange of technical information and identify opportunities for cooperative work and joint ventures with other agencies.
• Participate in relevant (internal and external) discussion groups as required in order to assess future policy development.
• Ensure maintenance of accurate country, project and programme information on the relevant intranet and internet pages.

Programmes support and information management

• Facilitate and collaborate with CDs in the creation of optimal country plans, and support and monitor the implementation of same.
• Supports each country programme in the development of an annual monitoring and evaluation plan that shows how it contributes to country programme objectives and global objectives for GOAL.
• Make recommendations on Technical Team support to field.
• Review all programme narrative and financial submissions, including but not limited to submissions to donors, and weekly, monthly and quarterly reports, from the field and make recommendations for action.
• Ensure weekly field and desk reports are prepared and submitted on time and to a high standard.
• Review field weekly and monthly reports and feedback to country programmes on same.
• Undertake quarterly review of country risk management tools.
• Work with in-country focal points to ensure the effective roll out of organisational policies and work with other members of the technical team in particular nutrition, WASH, health, livelihoods and HIV to develop integrated programmatic strategies were possible.
• Support sudden onset emergency responses as required.
• Ensure maintenance of accurate hard and soft copy files of all project/programme documentation, including on the grant management system (GMS), inter/intranet; Operations Department folders on the central server and in hard copy files.

Programme knowledge

• Maintain a high level of knowledge on all aspects of GOAL activities and local operating environments for designated countries and keep Senior Management fully appraised on a timely basis on all important issues.
• Maintain a good working knowledge of the other GOAL countries of operation.
• In coordination with the technical team and Operations department; maintain an overview of global country programming and provide advice on appropriate interventions which will facilitate more effective and integrated programming.
• Stay abreast of current best practice in fields relevant to assigned country programmes and engage in discussion, working groups and planning exercises to ensure this informs GOAL’s own organisational development and programming.

Financial accountability

• Review monthly financial reports with Finance department for expenditure levels, discrepancies and gaps; follow up with field informing senior management where there are concerns.
• Review proposal budgets for appropriateness and relevance. Raise queries with Finance department and country team.
• GOAL funding requests and commitments.

Human resources

• Stay abreast of program staffing and forthcoming recruitment needs.
• Ops Manager for approval.
• Participate in the recruitment of field staff.
• Provide detailed country program briefing to new / outgoing GOALies and visitors.
• Debrief recently returned to the country in a specific program management challenges and successes.
• Make recommendations for training and development needs in country program staff.

Logistics

• Review high value procurements for relevant, appropriateness and budget.
• Review and monitor grant specific procurement plans.
• Stay abreast of in country logistics and concerns as appropriate.
• Review logistics checklists for new proposals.

Safety and security

• Stay abreast of current security
• Engage in discussion and review of changing security policies and procedures.
• Participate in discussion on local security and existing programs.
• Participate in discussion on local security in review of existing and proposed staff and staff structures.

Please see application form on our website: https://www.goalglobal.org/careers?gh_jid=815199 

Our package includes a competitive salary, 22 days annual leave and the possibility to join our Health care scheme. Additional benefits are available after 12 months of service. 

GOAL has a Staff Code of Conduct and Child Protection Policy, which has been developed to ensure the maximum protection of program participants and children from exploitation. GOAL also has a confidentiality policy  ensuring the non-disclosure of information relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organization without authority, except in the normal performance of duty.  Any candidate offered a job is also expected to adhere to these policies. GOAL is an equal opportunities employer.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL's work, we can not wait. This means that we will close the door to the closing date. We would be interested in submitting an application as early as possible.

- Vous avez un diplôme bachelier en gestion, en économie, en communication ou dans tout domaine connexe. - Vous êtes organisateur, organisé, rigoureux, apte à mener plusieurs projets de front en respectant des deadlines. - Vous avez un excellent niveau de Français et Anglais oral et écrit. Vous êtes prêt(e) à apprendre le Néerlandais - Vous avez d’éxperience anterieure souhaitable - Vous avez une bonne maîtrise de l'utilisation de Microsoft Office (Word, Powerpoint, Excel, …). - Vous travaillez bien individuellement et vous fonctionnez bien en équipe .

Chargé en Administration et Logistique Département de Santé Publique La position au sein de l’IMT - Vous travaillerez sous la responsabilité du gestionnaire du département. - Vous serez membre d'une équipe dédiée aux projets de la lutte contre la maladie de sommeil en République Démocratique du Congo (RDC). - Vous travaillerez en étroite collaboration avec les autres membres de l’unité d’Epidémiologie et de Contrôle des Maladies Tropicales et sous la supervision du responsable de la gestion des projets. Vos taches - Le suivi quotidien des aspects administratifs et financiers en Belgique des projets de la lutte contre la maladie de sommeil (THA). Vous traiterez entre autres les dossiers d’achat, le suivi des commandes, les dépenses réalisées en Belgique et les déclarations des dépenses. - La préparation des budgets et les rapports de suivi financier pour les activités et les dépenses réalisées en Belgique. - Le suivi des calendriers généraux du rapportage des différents projets, la première consolidation des rapports des différents partenaires et l’archivage de tous les documents liés aux projets. - En collaboration avec le service de communication et les partenaires du projet, organiser la communication et les relations publiques (entre autres le développement d’un site web pour le projets THA, le logo, la mise à jour les informations sur le site web…). - La gestion des événements, l’organisation des ateliers et des réunions - Le suivi des aspects pratiques liés aux voyages et les demandes de visa des visiteurs et des membres de l’équipe. Nous offrons : - Un environnement stimulant, intéressant et socialement engagé dans lequel l'initiative personnelle peut être développée. Vous êtes basé à l’ITM, situé dans le centre de la ville animée d'Anvers. - Un contrat à temps plein d'une durée indéterminée. Les projets sur lesquels vous travaillerez sont financés pour une période de 3 ans. - Un salaire établi selon votre expérience de travail, avec des avantages extralégaux supplémentaires. Intéressé ? Pour plus d'informations sur les taches et le profil, contactez Rian Snijders (rsnijders@itg.be) ou Prof. Dr. Marleen Boelaert (mboelaert@itg.be). Veuillez envoyer votre demande avec lettre de motivation à vacatures@itg.be, d'ici le 24 Novembre 2017.