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.

Requirements

Education

• Secondary education and relevant administrative training or equivalent professional experience.

Asset: Training in travel, tourism, business administration or a related field.

Experience

• Minimum 2 years' experience in travel administration, travel coordination, travel agency services or a similar role.

• Experience organising international travel arrangements.

• Experience working with multiple stakeholders and service providers.

Asset: Experience in an international and multicultural environment and/or the humanitarian sector.

Knowledge

• Knowledge of travel booking processes and travel administration.

• Understanding of international travel requirements, visas and travel documentation.

• Proficiency in travel booking systems, databases and standard IT applications.

• Strong organisational skills and attention to detail.

• Ability to prioritise workload and manage multiple requests.

• Effective written and verbal communication skills.

Languages

• Fluency in English; French is an advantage.

Only shortlisted candidates will be contacted.

At MSF, we are committed to an inclusive culture that encourages and supports the diverse voices of our employees. We welcome applications from individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and all other diversity characteristics.

MSF is committed to preventing abuse, inappropriate behaviour, lack of integrity and financial misconduct in its work and care spaces. MSF expects all staff to share this commitment and promote an environment where abuse and misconduct is not tolerated.

We are committed to removing barriers for people with specific accessibility needs. If you need an adjustment to the recruitment process to be considered for the role, please let us know from the beginning of the selection process.

Note: All offers of employment will be subject to reference checks and to appropriate screening checks. By submitting an application, the job applicant confirms his/her/their understanding of these recruitment procedures.