Humanitarian Representation Officer

Location: Brussels

Contract: Permanent

Starting date: January 2025

Deadline for application: 29.12.2024

Reporting to: MSF’s Humanitarian Representative to the European Union and NATO (EU REP)

BACKGROUND

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, 27 associations and 18 branch 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

The Humanitarian Representation Team (HRT) provides support to the MSF operations through linkages and actions to and from external networks (political, humanitarian, medical, and civil society). It is managed by the International Operations Coordinator and Head of Humanitarian Representation (IOHRC) and the deputy Head of Humanitarian Representation Team (HRT). The HRT maintains active relations with its network and continually informs the MSF operations of the relevant analysed information. The HRT influences its network through specific actions for the benefit of the MSF programs and MSF operations’ goals. In carrying out its actions, the HRT responds to direct requests from the operational program managers (desks).

The HRT maintains active and effective internal links to co-ordinate its work. These include the reflection and advocacy centres of the operational sections, the Access campaign and partner sections (regarding their relations with their own host governments and regional networks – eg Canada, Germany, China, Australia, etc.), International President, Secretary General, International Medical Secretary & Medical Co-ordinator, medical working groups and others as necessary. The HRT may interact with the field missions of MSF (HoM-level) in order to improve the overall quality of the support to operations at the request of desks.

The EU REP, in collaboration with MSF operations, advocacy, and analysis departments, defines and implements MSF’s humanitarian representation towards the EU system at large: relevant EU institutions (European Commission, European External Action Service, European Council, Council of the EU, European Parliament) and agencies, third countries diplomatic missions to the EU, representatives to the EU of non-state actors and opposition groups, human rights bodies (Council of Europe), UN, ICRC, NGOs/Think-Tanks. The EU REP facilitates some of the MSF intersection platforms of country operational managers (“interdesk platforms”) as well as some of the work of MSF EU-based partner sections.

PLACE IN THE ORGANISATION

The position will be hierarchically and functionally accountable to the EU REP, one of the members of the Humanitarian Representation Team Secretariat. The other members of the HRT Secretariat include representatives to other multilateral fora such as the UN, the AU or the ASEAN, as well as specific states and regional representatives such as the Middle East, West Africa and East Africa regions. The HRT also works in close collaboration with a broad MSF network of advocacy and representation in the countries in which MSF has offices (most of the European capitals). The HRT is managed by the International Operations and Humanitarian Representation Coordinator (IOHRC) and the Deputy HRT.

The position is within MSF’s International Office in Brussels.

OBJECTIVES OF THE POSITION

The purpose of the position of the Humanitarian Representation Officer is to support the EU REP in its external and internal functions, providing analytical and strategic support and administrative and logistical assistance.

MAIN RESPONSIBILITIES

For the support of Humanitarian Representation:

Analysis and research:

• Act as principal analyst for and advisor to the EU REP: staying well-informed of changes and sharing timely and relevant developments concerning EU institutions and policies.

o Includes:

1. Proactive follow-up of and internal reporting on EU policies, funding priorities and legislation that could be of impact to MSF (humanitarian, development, migration, health, IHL, defence, military);

2. Proactive follow-up of EU institutions’ agendas (European Parliament; Council Working Committees; Commissioners and official Commission field visits). Includes strategic input on where/when to try to influence some agendas and to report or follow up (eg. attending or listening to the video records of key public meetings);

3. Monitor ‘regional’ trends (Brussels-level and EU capital level) in humanitarian response, foreign policy, funding, military action, and political processes/evolutions, identify and extract information relevant to field operations, and share summarised analysis as required.

• Conduct in-depth research to inform MSF’s engagement with EU institutions and agencies and contribute to developing a framework for engagement at EU capitals.

o Includes:

1. Scanning” publications from EU think tanks, Brussels-based NGOs and the UN, outlining key points of interest concerning MSF operations for EU REP and, if relevant, other HRT members;

2. Develop and maintain a high and detailed understanding of MSF priority contexts and the ones of strategic interest for the EU to be able to develop or adapt talking points for external engagements in collaboration with the EU REP.

External Engagement:

• Expand actor mapping across the European Union and contribute to stakeholder analysis, advising representatives on targets and engagement strategies.

• Maintain up-to-date knowledge of EU institutions and actors' functions, leadership, and decision-making processes.

o Includes:

1. Ensure the management and regular updates of the internal and external contacts databases;

2. Ensure the implementation and maintenance of internal and external mailing lists;

3. In close collaboration with the EU REP, maintain and develop networks within the European Parliament (new elected officials and teams); keep liaising and actively participate in NGO groups (health, migration, humanitarian) and other strategic civil society actors in Brussels.

• Attendance of meetings, take minutes, analyse outcomes, and report back to the EU REP, and when requested, represent MSF and deputising the EU REP

o Includes:

1. Support the EU REP with drafting or adapting positioning/talking points for external engagements in collaboration with the Advocacy team and the Representative;

2. Support the EU REP with drafting and disseminating relevant information and official correspondences (follow-up letters, official templates, congratulations, condolences, etc.);

3. Report all the meetings/relevant interactions, feed relevant HRT engagement trackers, upload minutes to SharePoint, and, if relevant, highlight key outcomes for the HRT team (and other MSF internal platforms, see below).

Internal support and facilitation:

• Internal dissemination of EU-relevant information and updates (HRT team, MSF Operational Centers, MSF Partner sections, operations departments, inter-desks, advocacy/analysis departments etc.);

• Ensure reporting of HRT EU activities: engagement trackers, input HRT newsletter, monthly updates, and other internal forms. Upload relevant information on MSF Internal SharePoint websites;

• Support the preparation of Interdesks meetings’ agendas and note-taking. Follow up on agreed action points of Interdesk discussions;

• In the framework of the regionalisation of HRT platforms, contribute to the HRT Europe Platform coordination, agenda setting and dissemination to foster internal MSF dialogue (notably on EU developments including health, migration, humanitarian, military/defence policies), ensure close follow-up with MSF Partner Sections based in EU Member states on relevant developments;

• Ad-hoc support to the organisation of events. Follow up on key deadlines, anticipating necessary reminders for the preparation of events and meetings;

• Together with IO’s Assistant, ensures the logistics of internal meetings, i.e. room or location booking, IT, VC, food, transportation and accommodation booking, and welcomes external participants.