Operations Support Officer

The Operations Support Officer provides strategic, administrative, organizational, and operational support to the Operations Director and Department at MSF WaCA. The role ensures coordination, tracking of priorities, information flow, and smooth operational activities, contributing to improved coordination and communication within the MSF movement.

Responsibilities

• Provide direct support in managing strategic priorities and following up on decisions.
• Anticipate operational priorities to assist the Operations Director in decision-making processes.
• Prepare talking points, briefing notes, presentations, and operational summaries.
• Manage the Operations Director’s complex schedule (internal/external appointments and priority setting).
• Handle sensitive and confidential files with the utmost discretion.
• Organize departmental meetings and major events (workshops, retreats, annual Plan of Action sessions).
• Coordinate weekly updates, briefings, and debriefings for technical referents.
• Ensure seamless planning of team activities and departmental calendars.
• Facilitate coordination with support departments (HR, Finance, Logistics, Medical, etc.).
• Draft, format, and process official correspondence and operational documentation.
• Ensure the filing, archiving, and accessibility of documents (Headquarters and Field).
• Coordinate the distribution of Situation Reports and other key operational updates.
• Support the translation of administrative and operational documents as required.
• Maintain up-to-date contact lists and emergency communication trees.
• Monitor ongoing files and ensure strict adherence to agreed deadlines.
• Actively participate in tracking the implementation of Plan of Action decisions.
• Consolidate departmental reports (annual reports, visit reports, operational analyses).
• Regularly update management tools and monitoring matrices.
• Provide administrative and organizational support during crisis management.
• Ensure the rapid flow of critical information during emergency situations.
• Support the organization of field visits and operational deployments.

Requirements

• Bachelor’s degree (or equivalent) in International Relations, Administration, Medical Sciences, Public Health, or any other related field.
• A Master’s degree in one of these fields would be considered an asset.
• Relevant professional experience in a humanitarian or international environment.
• Experience in administrative, support, or operational management.
• Prior experience within the MSF movement is a significant asset.
• Experience in field is an advantage.
• Excellent organizational and priority management skills.
• Proficiency in office productivity and operational tracking tools.
• Outstanding drafting and synthesis (summarizing) skills.
• Strong analytical and monitoring capabilities.
• Ability to manage sensitive and confidential information.
• Ability to work under pressure and in emergency contexts.
• High sense of organization and anticipation.
• Proactive approach and autonomy.
• Diplomacy and excellent interpersonal skills.
• Team spirit and collaborative mindset.
• Flexibility and adaptability.
• Rigor and professional discretion.
• Solution-oriented with a focus on continuous improvement.
• Working proficiency in English and French (Mandatory).
• MS Office suite (mainly MS Word, Excel and Powerpoint)

Skills

• Humanitarian Operations Liaison
• Administrative Management
• Operational Management
• Priority Management
• Organizational Skills
• Drafting and Synthesis
• Analytical Monitoring
• Confidential Information Management
• Emergency Response
• Office Productivity Software
• MS Word
• MS Excel
• MS PowerPoint
• Information Coordination
• Operational Tracking
• Continual Improvement
• Diplomacy
• Interpersonal Skills
• Multilingual Proficiency English

Languages

English, French