Head Of Mission Assistant

I- Scope of responsibilities: The Head of Mission Assistant supports the Head of Mission on the administrative part of coordination tasks, ensuring the relation with local and national authorities, other agencies and NGO, through :   Contributing to the analysis of the political and humanitarian context in the country and region Assisting the HoM on external and internal communications Ensuring the administrative follow up of dossiers related to special authorizations. Facilitating contacts with local authorities and other humanitarian actors Assisting in the briefing of expats Developing the associative aspect of the mission II- FUNCTION RESPONSIBILITIES: 1. Administration and representation Regularly update the Monthly SitReps and, as necessary, the Country Policy Paper Review and update country policy documents; including the Country Plan of Action, project proposals, LogFrame, justification sheet, donor forms etc. Representation at external meetings Record keeping at internal meetings Ensure the follow up of relevant administrative dossiers such as the MSF registration in the country, working permits, immigration policies, drug import procedures, etc. 2. Context Analysis and Research Revise relevant press & publications Security Follow-up: monitor and report regularly on key issues to the HoM and assist him/her in the analysis of information File field contacts (other NGOs, UN agencies, local authorities, etc)  and verify that they are up-to-date and easily accessible on regular basis In general, he/she has a good knowledge of counterparts in different administrations in order to facilitate contacts and meetings with national and local authorities Update general information on the context for MSF internal documents 3. Monitor Internal and External Communication Assist in the review of MSF-CH briefing papers on the country for external communications  Assist in the drafting of correspondences with government officials, UN agencies, NGOs, etc. Follow-up of formal communication from the capital to the projects and GVA, and from the projects and Geneva to the capital Disseminate internal information on the national, regional and international context. Inform the HoM on regular basis and participate in coordination meetings. 4.  Briefing of expatriates Upon arrival: prepare and conduct an information briefing focusing on the country context Update Briefing Materials Assist the Administrator with the context analysis provided in the Welcome File 5. Develop the associative character of the mission Supervise the respect  of the charter and the principles of MSF inside the mission Organize the Mini-Assembly General (Mini-AG) Support the associative activities (debates, actions...) and is the referent person for national staff demands of adhesion to the association.