Travel Administration Officer

About MSF Doctors without Borders (MSF) is an international, independent, medical humanitarian organisation committed to two objectives: providing medical assistance to people affected by armed conflict, epidemics, healthcare exclusion, natural and man-made disasters; and speaking out about the plight of the populations assisted. MSF offers assistance to people based only on need and irrespective of race, religion, gender or political affiliation. Today, MSF is present in more than 70 countries, where thousands of MSF doctors, nurses, logisticians, water-and-sanitation experts, and other medical and non-medical professionals work together to bring essential health services to people caught in humanitarian crises. The MSF movement has historically been built around six operational directorates supported by MSF’s 24 sections, 24 associations and other offices together worldwide. MSF Ubuntu is MSF’s newest and seventh operational directorate, approved in June 2025 and operations have since commenced. MSF Southern Africa is one of the founding partners of MSF Ubuntu. Job Purpose The Travel Administration Officer is responsible for coordinating and managing all travel, visa and related administrative services for staff within the Southern Africa Office. The role ensures that work related travel is planned and executed efficiently, in compliance with organizational policies and immigration requirements, while supporting the organization of meetings and providing high quality administrative support for visas, work permits, travel documentation, accommodation, and staff movements. The position Serve as the central travel and visa focal point for MSF Southern Africa Headquarters by coordinating travel and immigration support for HQ staff, hosted staff, HQ visitors, training participants, Ubuntu HQ activities administered through the office, and other authorised travellers, excluding International Mobile Staff (IMS), whose travel coordination remains the responsibility of the Field HR function. Technical and Operational Responsibilities 1. Administrative processes & support Support the development, implementation and periodic review of travel and movement policies and procedures. Serve as the central travel and visa focal point for MSF Southern Africa Headquarters by coordinating travel and immigration support for HQ staff, hosted staff, HQ visitors, training participants, Ubuntu HQ activities administered through the office, and other authorised travellers. Ensure proactive communication and effective collaboration with internal and external stakeholders. Ensure accurate and up-to-date travel information through travel tools and approved service providers. Liaise with MSF Sections and Operational Centre travel focal points regarding travel requirements. Keep abreast of South African immigration requirements and provide guidance to staff and managers on visa and travel documentation requirements. Respond to travel-related enquiries, including travel procedures, documentation requirements and travel policies. 2. Event Coordination Coordinate logistical arrangements for meetings, workshops, trainings and organisational events upon request, including venue bookings, accommodation, travel, visa support, invitation letters and coordination with service providers. Support the organization of training programmes and events by preparing invitation letters and other administrative documentation required by embassies or immigration authorities. Review local accommodation and hotel requirements with Finance/Facilities to ensure administrative requirements are met. 3. Management and Organization of Travel Movements Coordinate domestic and international flight bookings, accommodation, airport transfers and other travel-related services for all authorised travellers supported by MSF Southern Africa Headquarters, excluding International Mobile Staff (IMS). Coordinate the administration and day-to-day occupancy of the MSF guesthouse, including booking requests, room allocations, check-in and check-out arrangements, maintaining occupancy records, and serving as the primary contact for guests. Coordinate preparation of administrative documents for work permits and liaise with the representative's office. Coordinate and follow up visa, work permit and immigration applications for HQ staff, hosted staff, visitors, training participants and other authorised travellers supported by MSF Southern Africa Headquarters, excluding International Mobile Staff (IMS). Prepare and send travel documents. Maintain and manage accurate travel and movement records. Prepare and process travel requests and related documentation in accordance with MSF policies and approval processes. Create and maintain a network with embassies and visa centers together with an updated contact list. 4. Other Responsibilities Liaise with requesting departments regarding travel-related administrative requirements such as vaccinations, health checks and travel briefings. Provide input during review/update of HR/Admin policies & procedures and disseminate relevant information to all staff where needed. Prepare handover documents and reports for follow up during absence. Ensure administrative work plans are updated and followed through regularly with the supervisor. Support in the management of critical incidents as/when required. Integrate EDI & Safeguarding aspects in area of work responsibility, including policies and practices. Recognize, respond, and document any form of abuse or inappropriate behavior and alert the safeguarding unit of any suspected potential abuse. Proactively participate in the individual performance management process including objective setting, performance monitoring and performance evaluation. Academic and Professional Qualification and Knowledge A bachelor’s degree in human resource, Administration, Tourism, or an equivalent qualification from a recognized institution. Knowledge of MS Office Tools (excel, PPT, word, outlook etc). Fluency in English is required, and knowledge of French and a third language is an added advantage. Years and Nature of Experience At least two (2) years' experience in a similar job, preferable in the non-profit making sector. Experience in the touristic sector (travel agency, airline, coordination of events, visas and work permit management). Previous experience with MSF or other humanitarian NGOs is an added advantage. Core Competencies Required for the Role 1. Technical Competencies Excellent IT Skills Web/internet navigation skills. 2. Behavioural/General Competencies Commitment to MSF’s Principles Cross-cultural Awareness Strategic Vision Results and Quality Orientation Service Orientation Planning and Organizing Initiative and Innovation High level of flexibility Strong communication skills. Terms and Conditions of Employment Monthly Salary: R 33 723,45 13th Cheque in November. 10% additional pension allowance. 100% Medical Aid Contribution. Transport allowance. Cell phone allowance. Application details The vacancy closing date is 27 August 2026 Start date: ASAP By applying to this position, the applicant confirms they have read, understood and agreed to fully comply with MSF Charter and MSF Behavioural Commitments and Data Privacy Policy . In line with MSF’s Safeguarding Principles, successful candidates undergo a rigorous vetting process that includes background checks. If you recognize yourself in this profile, we welcome you to apply directly via the https://msfsa.bamboohr.com/careers/429 Vacancy link. The vacancy can be found on various MSF websites, digital channels and other job boards. Applicants are required to upload a Curriculum Vitae (in English) as per prescribed formats. Please note that only shortlisted candidates will be contacted. Information The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your personal data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your personal data will be treated confidentially. MSF will not use your personal data in any other way, not foreseen for purposes of recruitment. MSF is an equal opportunity employer and does not charge any application/recruitment fee. Lately, MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual applying for MSF roles does it out of conviction and is ready to uphold the values and principles of MSF. MSF values diversity and is committed to create an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation, and all other diversity characteristics.