Travel Referent

MSF; Brussel Hoofdstad; On-site; EUR 42,000 - 56,000; Part time

Job summary

MSF International is seeking a Travel Referent to coordinate travel for staff across multiple MSF entities. You will manage flights, trains, accommodation, visas and related services, ensuring compliance with the Travel Policy and operational constraints.

In a diverse, international setting, you will work with finance, procurement, external suppliers and decentralised hubs to deliver efficient, safe travel solutions while monitoring performance and reporting travel data.

Qualifications

• Minimum 2 years' experience in travel coordination or related role.
• Experience managing international travel arrangements (flights, hotels, visas).
• Proven ability to coordinate with multiple stakeholders and service providers.
• Knowledge of travel booking systems and data protection principles.

Responsibilities

• Review travel requests for consistency and policy compliance.
• Arrange flights, trains, accommodation and related services.
• Deliver travel solutions aligned with objectives and constraints.
• Identify cost-efficient, timely travel options with environmental considerations.
• Advise travellers on visa requirements and travel documentation.
• Develop, implement and maintain the MSF Travel Policy.

Skills

Travel coordination

International travel arrangements

Stakeholder management

Policy compliance

Education

2 years of higher education

Tools

Travel booking systems

Database management

IT applications

Job description

Location: Amsterdam, Barcelona, Brussels, Geneva, Paris (the candidates must hold a valid work authorisation in one of these locations)

Contract: Permanent - 80%

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 Referent involves managing the travel arrangements of MSF International staff based in various MSF entities. The role coordinates all aspects of staff travel, liaising with the finance and procurement departments, partner MSF sections, decentralised hubs, the GPU, as well as external suppliers such as the AMEX travel agency and accommodation providers.

III. PURPOSE OF THE JOB

The Travel Referent is responsible for coordinating all travel arrangements for MSF International staff based in various MSF entities, ensuring that travel solutions comply with the Travel Policy, are efficient, safe and tailored to operational constraints.

IV. ACCOUNTABILITIES

Coordinate travel arrangements for MSF International staff, ensuring efficient, compliant and operationally appropriate travel solutions.

• Review and validate travel requests to ensure consistency and compliance with the Travel Policy.

• Arrange travel services, including flights, trains, buses, accommodation and related services.

• Deliver travel solutions that align with organisational objectives and operational requirements.

Optimise travel planning and traveller support to balance operational, financial and environmental considerations.

• Identify travel options that achieve the best balance between cost, duration, number of stopovers, comfort and environmental impact.

• Select the most appropriate booking channels based on traveller and organisational constraints.

• Advise travellers on visa requirements and promote responsible travel practices.

Develop, implement and maintain the Travel Policy to ensure effective, compliant and efficient travel management.

• Ensure the consistent application of the Travel Policy across .

• Monitor policy implementation and travel-related performance indicators.

• Review and update the Travel Policy as required to reflect organisational needs and best practices

Monitor travel data and compliance to support informed decision-making and continuous improvement.

• Maintain and consolidate travel data, including costs, kilometres travelled and environmental impact metrics.

• Identify and escalation irregularities or deviations from the Travel Policy.

• Contribute to the quality of travel information, reporting and monitoring tools.

V. AUTONOMY, COMPLEXITY

Autonomy

Manages travel activities independently within established policies and procedures, exercising judgement to prioritise requests and make day-to-day decisions based on operational needs, urgency and travel policy requirements.

Complexity

Operates in a diverse international environment, coordinating with multiple internal and external stakeholders while balancing operational, administrative, budgetary, environmental, security and data protection considerations.

VI. SAFEGUARDING REQUIREMENTS FOR THE ROLE

The incumbent undertakes to contribute 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.

Education Required:

2 years of higher education

Experience Required:

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

• Experience managing international travel arrangements, including flights, accommodation, visas and travel-related documentation.

• Experience working with multiple stakeholders and service providers.

Asset:

• Experience in an international and multicultural environment.

• Experience in the humanitarian or non-profit sector.

Knowledge

• Knowledge of international travel management, including flight, accommodation and ground transportation arrangements.

• Understanding of visa processes, travel documentation requirements and international travel regulations.

• Understanding of the operational and logistical challenges of supporting a globally distributed workforce.

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

• Knowledge of data protection principles and confidentiality requirements.

• Understanding of sustainability considerations in business travel.

Languages

Fluency in French and English.

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.