Medical Department Support Officer

Responsibilities

Planning, Coordination and Departmental Support

· Contribute actively to the development, consolidation, and follow-up of annual and multi-year medical plans, roadmaps, and strategic orientations, ensuring consistency and alignment of documents.

· Prepare and structure presentations, reports, briefing notes, and synthesis documents to support decision-making and communication at departmental and institutional levels.

· Organise, coordinate, and ensure follow-up of departmental and intersectional meetings, including agenda preparation, documentation, and minutes tracking.

· Coordinate the organisation of workshops, seminars, and strategic meetings in Geneva, ensuring logistical and administrative readiness.

· Ensure proper functioning of transversal platforms and forums addressing medical, operational, and strategic topics.

Information and Medical Knowledge Management

· Coordinate the systematic collection, organisation, and archiving of medical advisors' project visit reports, ensuring structured storage and accessibility.

· Coordinate the annual medical reporting process, including planning contributions, compiling inputs, structuring content, and ensuring quality control.

· Maintain and update shared repositories, databases, and tools linked to medical priorities, projects, missions, and field activities.

· Organise and coordinate the briefing and debriefing of field medical staff, ensuring appropriate information flow with relevant medical referents.

· Support onboarding processes of new staff within the Medical Department from an administrative and coordination perspective.

Transversal Projects and Analysis

· Follow up on transversal dossiers and initiatives delegated by the Medical Director or Deputy Medical Director, ensuring timely progress and coordination.

· Collect, analyse, and synthesise quantitative and qualitative data related to medical activities, priorities, and operational trends.

· Prepare analytical outputs such as notes, summaries, and dashboards to support strategic and operational decision-making.

· Contribute to the development, improvement, and monitoring of tools supporting the implementation of medical strategies.

Human Resources – Administrative Support

· Coordinate HR-related administrative processes within the Medical Department, including position management and contract follow-up.

· Liaise with HR for job advertisement processes, pre-selection of candidates, and organisation of interviews.

· Ensure follow-up on staff absences, leave requests, travel planning, and other administrative requirements.

· Maintain oversight and validation of absence records, expenses, and administrative documentation in compliance with internal procedures.

Finance and Budget Follow-up

· Contribute to the preparation and monitoring of the Medical Department's budget.

· Track budget consumption and proactively identify inconsistencies or potential risks.

· Control, verify, and validate invoices and expenses related to departmental activities.

Learning, Events and External Liaison

· Act as a focal point for the organisation, coordination, and follow-up of medical conferences, seminars, and learning events.

· Ensure liaison with internal MSF departments and, when required, external stakeholders, consultants, and institutions.

· Support collaboration with Learning & Development teams on medical induction processes, training activities, and strategic initiatives.