Board & Association Assistant

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare.
As a partner section, MSF Italy is engaged in saving lives and alleviating suffering through fundraising; communication and advocacy, recruitment and deployment of field workers; as well as running operations in Italy and supporting international operations through expertise and other kinds of direct support.

The Board & Association Assistant’s purpose is to play a key supporting role to the President and the Board of Directors of MSF Italy as well as its committees. This role is crucial in enabling the optimal functioning of the Board through coordination, preparation and organization of all matters related to the Board.
S/he assists in all phases of the preparation and execution of the Board Meetings and in managing the internal member website and database. The Board & Association Assistant is responsible for organizing the participation of MSF Italy board members to the International meetings and actively supports the logistic and administrative aspects of the preparation and implementation of the General Assembly and the Annual Associative Forum.

The Board & Association Assistant forms a working team together with the President and the Association coordinator.

Support to the board:

• Function as the primary contact person for the Board of Directors;
• Create meeting(s) timelines, preparing notifications and supporting materials necessary for board/committee meetings and calls; taking meeting minutes precisely, distributing and filing them as appropriate, while safeguarding the confidential nature of the discussions and information shared in the meetings;
• Maintain board minutes, records, governing documents, books and archive reports and studies for compliance and institutional memory;
• Provide organizational support to all board committees and ensure discussions are aligned;
• Respond to legal requests for documents related to the Board;
• Maintain and update the Board’s governing documents: statute, bylaw, internal rules and regulations, ToR of committees / board roles, policies and any new statute implications;
• Track, report and follow up individually, those action items, decisions, deliverables and other commitments identified at meetings to ensure assigned tasks are completed according to meeting agreements as well as subsequent updates or changes;
• Follow the process of co-optation of eventual experts who support the board activities on specific issues;
• Provide the Board with information on formalities concerning Associative procedures and MSF core documents & all international information/documentation related to MSF Movement associative/principal issues;
• Manage board travel activities and follow up on expenses claims for board members;
• Prepare and file documents for the Board and, when needed, conduct research and collate information to enable the Board in making well-informed decisions;
• Manage the logistics (e.g., technical set-up, room arrangement, catering) as well as the proceedings for board/committee meetings;
• Organize other board related activities (e.g., annual board retreat, trainings, board self-evaluation and professional development for the Board);
• Provide support to guests of the Board as necessary;
• Organizes the participation of MSF Italy board members to the other Associative International meetings.

Administrative and logistical support and responsibilities:

• Performs all administrative duties in connection to board meetings and events of the Association, in which board members are involved;
• Manages the members’ database and website;
• Upon request, collects, synthesizes and presents information at board meetings;
• Assists the Board in all admin and logistic needs for matters and travels concerning board members;
• Manages the institutional memory of the Association: archiving documents and making sure the Association has access to relevant institutional memory;
• Assures, with technical support from the IT department, adequate equipment (e.g.,videoconference, teams, mural, etc.) in order to allow board members to participate to the associative events;
• Assists the Association Coordinator for practical arrangements for MSF Italy General Assembly, the Associative Forum and act as relay for the Italian Board for association events outside of Italy (OCB board, OCB Gathering, etc.);
• Provides information and venues for board members to actively partake in relevant international discussions and debates.

Key requirement/education:

• Academic degree;
• Experience with digital tools and conversant with online platforms;
• Respect and Understanding of confidentiality;
• B2 English level.

Behaviour skills/competencies:

• Behavioural flexibility;
• Emotion and stress management;
• Result and quality orientation;
• Planning and organization;
• Initiative and innovation.

Work experiences:

• Professional experience of at least 2 years.

Added value/asset:

• Previous MSF experience;
• Valuable experience from a leading humanitarian organization;
• Past experience in governance issues;
• Past experience in an association;
• Past experience in secretary, communications and/or event management.

Positions details:

Contract: Fixed-term contract of 12 months with potential extension. Full-time. Level III of Italian CCNL of Commerce. 

Gross Annual Salary: 28.000,01€ - max 34.249,47€. Salary will be commensurate to the part-time and depending on the experience of the selected candidate.

Expected start date: June 2024

Location: Hybrid. MSF Italy Rome, and from home.