Department and Information Management Assistant

This role offers a varied and dynamic working environment combining administrative coordination with information management support. In a typical day, you will organise meetings, coordinate documents and follow-up actions, archive and retrieve confidential documents , and help ensure information is structured and accessible across the department. You will collaborate with different teams and stakeholders throughout the organisation , gaining broad exposure to how MSF operates and contributes to humanitarian action worldwide. A unique aspect of this role is the possible opportunity to gap-fill field positions in MSFs country programmes , allowing you to temporarily support MSF operat ions abroad and to gain first-hand experience . You will also receive training in critical incident information management, building valuable skills in handling and supporting information flows in high-pressure or emergency contexts. The role is ideal for someone who enjoys organisation , collaboration , and is eager to learn and creating structure in a fast-paced and meaningful environment while contributing to meaningful humanitarian work.

Main responsibilities

As a department assistant:

• You support the department by taking over assigned administrative tasks as delegated by the deputy medical director , monitoring progress, and facilitating the availability of information to the intended audience. In all this, prioritising and respecting confidentiality is essential

• You build and maintain working relationships with all relevant people in the surroundings of your department, with whom you liaise when needed, e.g. legal, board, etc. You support the execution/ progress in the Control Cycle.

• You support departmental working groups, such as the Health Platform , with preparing agenda, providing supporting documents, facilities and follow- up action points.

• You are aware of the responsibilities and tasks of key people and the way the organisation works; you know where to go for certain information and/or actions.

• You maintain a general awareness of people's concerns and comforts in your department and keep people informed.

• Support the planning and coordination of departmental events, workshops, and meetings, including scheduling, logistics , invitations, agenda preparation, and on-the-day support to ensure smooth execution.

As an Information Management Assistant:

• Support the maintenance and organization of department records and files, ensuring documents are stored correctly and can be easily retrieved when needed.

• Assist with records management activities, including filing, archiving, document naming, and maintaining accurate information in shared systems and folders.

• Help implement and follow information management procedures and guidelines within the department.

• Support the organization and upkeep of digital and physical information, including confidential medical documents, ensuring information is accurate , up to date, and accessible to relevant staff.

• Assist with improving folder structures, document organization, and information-sharing practices within the department.

• Contribute to basic information management support activities such as data entry, tracking documents, and monitoring recordkeeping practices.

• Support colleagues by providing guidance on document storage, file organization, and the correct use of shared information management tools and systems.

• Assist in raising awareness of good information management and records keeping practices within the department.

Do you have experience in Microsoft Office?, * Previous experience in an administrative, coordination, office support, or information management role.

• Experience with information management of sensitive medical data/records is a plus.

• Comfortable working with digital tools, shared drives, Microsoft Office applications, and document management systems.

• Strong organisational skills with attention to detail and the ability to manage multiple tasks simultaneously.

• Able to handle confidential and sensitive information with discretion and professionalism.

• Strong communication and interpersonal skills, with the ability to work collaboratively with different teams and stakeholders.

• Proactive, service-oriented, and able to work independently .

• Comfortable working in a structured way and supporting colleagues in maintaining organised information and records.

• Excellent written and spoken English required .

• Willing to travel to the country programmes 1 or 2 time s a year for a couple of weeks.

• Interest in humanitarian work and affinity with the values and mission of Médecins Sans Frontières / Artsen zonder Grenzen., If you recognise yourself in this profile, we welcome you to apply directly via our website and upload a letter of motivation + Curriculum Vitae (in English) as one combined document.

This is a permanent role. We start off with a 12-month contract, with the intention of renewing based on performance.

A gross monthly salary ranging between 3,444- and 4,748-euros gross per month. The exact salary depends on relevant work experience.

Main benefits:

• 30 paid vacation days annually, contingent upon full-time employment status.

• A competitive pension scheme

• 8% holiday allowance, paid out with the salary every year in May

• Commuting allowance & work from home allowance

• Hybrid working option with a minimum of 3 days in the office , based on full time employment.

• L earning & Development has your back-with plenty of opportunities to grow your skills through exciting trainings and courses, both in-house and beyond

• Discounted daily lunch at the office

• An environment that fosters diversity, with colleagues from around the world representing various cultures and background

MSF is an international, independent medical humanitarian organization. We are a non-profit, self-governed worldwide movement of more than 63,000 people. We provide emergency medical assistance during armed conflict, natural disasters, outbreaks of deadly diseases, and assist those who are excluded from healthcare. MSF delivers care based on need, and when we see injustice, we speak out. We are an organization that remains impartial, knowledgeable, and effective, and this is what makes the difference between life and death. People are our priority . At Médecins Sans Frontières (MSF)/ Artsen zonder Grenzen, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We encourage diverse applicants including individuals of all gender identities, ages, sexual orientations, nationalities, races, religions, beliefs, social and marital status, people with different abilities and all other diversity abilities. With immediate effect, OCA's Public Health D epartment we are looking for a