Travel Administrator

Location: Amsterdam, Barcelona, Brussels, Geneva, Paris(the candidates must hold a valid work authorisation in one of these locations) Contract:Fixed term 12 months - 50% Starting date: 01st of January 2027 Deadline to apply:20th of October 2026 Compensation and Benefits:MSF practice is to offer the compensation and benefits package in line with the MSF entity offering the contract. I. MSF INTERNATIONAL Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural disasters. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation. MSF International is the legal entity that binds MSF’s 24 sections, 28 associations and other offices together. Registered in Switzerland, MSF International provides coordination, information, and support to the MSF Movement, as well as implements international projects and initiatives as requested. II. CONTEXT The role of Travel Administrator involves managing the travel arrangements for MSF International staff based in various MSF entities. The role replaces that of the Travel Referent for all staff travel, liaising with the finance and procurement departments, MSF partner sections, decentralized hubs, the Global Procurement Unit, as well as external suppliers such as the AMEX travel agency and accommodation providers. III. PURPOSE OF THE JOB The Travel Administrator is responsible for booking and coordinating travel arrangements for MSF International staff, ensuring that travel services are delivered accurately, efficiently and in compliance with the Travel Policy. The role provides operational and administrative support to travellers and contributes to the smooth delivery of travel services across MSF International. IV. ACCOUNTABILITIES - Coordinate travel bookings and related travel services for MSF International staff, ensuring compliance with the Travel Policy and operational requirements. - Review travel requests for completeness and compliance. - Book flights, trains, buses, accommodation and related travel services. - Ensure travel arrangements meet traveller and organisational needs. - Provide travel administration and traveller support throughout the travel process. - Advise travellers on travel procedures and documentation requirements. - Support visa and travel preparation processes. - Respond to travel-related queries and provide accurate travel information. - Contribute to efficient and sustainable travel management. - Identify travel options that balance cost, duration, comfort and environmental impact. - Apply the most appropriate booking channels according to organisational requirements. - Promote responsible travel practices among travellers. - Maintain travel records and support travel monitoring and reporting. - Update and maintain travel-related data and records. - Consolidate information required for travel reporting and monitoring. - Escalate irregularities or non-compliance with the Travel Policy V. AUTONOMY, COMPLEXITY Autonomy Works within established procedures and the Travel Policy, organising travel bookings and managing competing priorities while referring exceptional situations to the Travel Referent Complexity Operates in an international and multicultural environment, coordinating with multiple stakeholders while balancing operational, administrative, budgetary and data protection requirements. VI. SAFEGUARDING REQUIREMENTS FOR THE ROLE The incumbent is committed to contributing to a safe, supportive, inclusive, equitable, diverse, respectful and healthy workplace, free from abuse and other misconduct. They will not engage in any form of abuse, including those detailed in MSF’s Typologies of Abuse, and when an employee suspects or observes abuse, they will report it (without investigating it) to protect others. Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.