Admin, Transit (Pool) at Medecins Sans Frontieres

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters, and exclusion from healthcare. Médecins Sans Frontières provides assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict. They do so irrespective of race, religion, creed, or political convictions.

We are recruiting to fill the position below:

Job Title: Admin, Transit (Pool)

Location: Abuja (FCT) 

Description

• In conjunction with headquarters, managing visas, plane tickets and associated required processes for the arrival and departure of international staff from the country
• Coordinating the movements of staff (local and international) and related administrative formalities (passports, visas, per diems) with the projects and headquarters
• Being responsible for all administrative tasks required for personnel transiting through the capital
• Ensuring the update of movement-related tools and Mission contact information and their regular distribution
• Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (administrative assistants, housekeeping staff) in order to improve people capabilities and to ensure both the sizing and the amount of knowledge required
• Ensuring contact with external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies)
• Being responsible for the filing of administrative documents according to MSF standards and local legislation. Sending required documentation to HQ in a timely manner.

MSF Context Specific Accountabilities
Pre-arrival Advice and flight:

• Communicating directly with the relevant HQ Departure Desk to support the visa acquistion process for International Mobile Staff (IMS) and other travellers coming to Nigeria
• Provide all necessary documentation and paperwork promptly once information is received and track ongoing progress
• Maintain communication with OC focal person to provide timely updates through formal communication channels
• Timely preparation of documentation for visa reapplication for travellers and shared before their departure.
• Conduct research to stay abreast of visa processes for the application of a Nigerian visa for relevant countries/regions
• Manage stakeholders (internal and external) to facilitate smooth acquistion of visas (including external service providers)
• Plan flight booking to support arrival of travellers in line with planned travel dates and movement SoPs.

Passports and Permits:

• First point of contact between the orgainisation and government agencies to facilitate requests for permits and residence cards
• Adhering to professional standards of collaboration and communication with external stakeholders at all times, any issues to be escalated promptly to supervisor
• Utilising trackers to plan the weekly, monthly, and quaterly activities such as renewals to communicate to OC focal point.
• Ensure validations are received for exceptional requests before processing.
• Awareness of regulations for Ecowas Permits applications per country with NIS.

Flights:

• Prompt processing of dometic flights (MSF plane and UNHAS plane) based on requests by focal persons according to flight booking external SoP determined by the flight responsible.
• Ensure flight requests are completed correctly before processing to avoid delays or errors
• Timely signals to Manager on the occasion flight requests are in excess of available seats to prepare for alternative arrangements or communication.
• International flight bookings to be processed in advance when possible
• To support the booking of holidays tickets for IMS according to the SoP, OC holiday policy and requirements for visa renewal.

Departures and Movements:

• Daily communication to relevant staff/teams regarding airport movement for the following day
• Effective collaboration with logistics team responsible for movement planning including radio room, drivers and driver supervisor.
• Preparation of End of mission flights, booked in collaboration with the HQ departure desk and included on the movement trackers
• Support application for visas in Foreign embassies within Nigeria for travellers departing the country for work related travel
• Producing reports based on pre-defined metrics at planned intervals, ensuring data entered from colleagues is accurate.

Minimum Required Skills and Qualifications:
Education: 

• Degree in Business, Administration, or related studies.

Experience:

• At least 2 years hands-on experience working on movement, visas and related activities within MSF or a similar INGO/NGO in Nigeria
• At least 1 year experience engaging with government agencies and Ministries in Nigeria.

Languages:

• English Language essential
• Other local languages considered an asset.

Knowledge: 

• Essential computer literacy in MS Office packages (Word, Excel, internet, SharePoint, OneDrive).

Competencies:

• Results driven and quality service orientation
• Teamwork and Cooperation
• Behavioural Flexibility
• Commitment to MSF Principles
• Stress Management.

Application Closing Date
26th October, 2025.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

• MSF is an equal opportunity employer, both men and women are encouraged to apply.
• Interested candidates should submit their application, including cover letter, resume and copy of relevant certificates and NYSC certificate/Exemption Letters using the link above
• Please note only short-listed candidates will be notified and invited for interview; MSF Belgium takes this opportunity to thank all potential candidates for their application.

Important:

• Dual Employment is considered gross misconduct and hence not acceptable.
• Applications should be sent through the indicated channel else application will not be entertained.