Flight Manager

Médecins sans Frontières (MSF) is an independent medical international humanitarian association that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural or man-made disasters. MSF is working in Tajikistan in the field of Tuberculosis. Our projects focus on providing treatment and support for children suffering from MDR Tuberculosis (TB) and their families based in Dushanbe and a Zero TB Project in based in Kulob. In addition, MSF has established an office in Dushanbe to support MSF medical humanitarian activities in Afghanistan.

MSF is currently looking for a qualified, capable, flexible and motivated person for the position of Flight Manager for its MSF Afghanistan Support Base in Dushanbe. MSF offers a package of benefits (25 working days of annual leave per year, medical coverage, training opportunities as required and carrier) and the opportunity to work for an internationally renowned humanitarian organization. 

Job Location:  Dushanbe, Tajikistan.

MSF Section/Context Specific Accountabilities

THE MAIN PURPOSE

Ensure efficient management and coordination of MSF air operations, including passenger and cargo han-dling, compliance with regulations, and effective communication with partners. 

Maintain safety, manage documentation, and support administrative tasks for seamless operations. Beeing the technical and operational focal point for the joined air operation with ICRC.

CLARIFICATIONS TO THE ACCOUNTABILITIES

General Air Operation / Admin office

• Flight Management: Present at all departures/arrivals, gather necessary info, prepare documents, ensure compliance with travel regulations, manage bookings, and oversee luggage labelling.
• Evacuations: Support medical/security evacuations, collaborate with ICRC, and coordinate with immigra-tion/border authorities.
• Coordination & Communication: Brief passengers, if conflict in bookings support Kabul Movement Team on solutions for Afghanistan domestic and inter-national flights (flights between Uzbekistan, Tajikistan and Afghanistan) , ensure smooth communication with MSF/ICRC, and report on flight operations.
• Safety & Reporting: Follow health and safety guidelines, report incidents, and liaise with the Air Ops Cell in Bordeaux.

Planning and coordination

• Passenger & Luggage Preparation: Welcome, brief, and prepare passengers for boarding, including lug-gage weighing and loading/unloading per the flight manifest.
• Collaboration: Coordinate with MSF field teams, aviation authorities, and immigration/border authorities at Dushanbe airport.
• Flight Operations: Communicate flight details, such as weather and security conditions, to the crew before departure. Remain available via VHF radio.
• Administrative Support: Assist with tasks related to personnel transiting through Dushanbe, airport movement planning, briefing schedules, medical requirements, per diem preparation, and housing assign-ments.

Partnership MSF/ICRC

• Planning: Collaborate with the ICRC air ops manager to create and adjust monthly/weekly aircraft plans, adhering to MSF constraints.
• Communication: Maintain regular contact with the AOM via email and phone for updates and issue resolu-tion.
• Monitoring: Track aircraft activity, including hours, fuel usage, and additional fees. Ensure compliance with ICRC rules for passengers and luggage, including weight, labelling, and restricted items.
• Documentation: Develop an effective partnership with ICRC for streamlined documentation and processes.

ICRC/MSF movements and chartering process

• Passenger Manifest: Prepare manifests based on booking information from the Movement Team Kabul, with priorities set by the Head of Movements Kabul.
• Air Solutions: Identify the best air transport options considering safety, destination availability, and cost.
• Emergency Response: Act quickly in emergencies.
• Partnerships: Build relationships with air operation stakeholders including administration, NGOs, UN, and EU.
• Data Management: Maintain data for non-ICRC air movements for reporting and invoicing purposes.

Administrative task

• Financial Management: Monitor and verify all invoices and expenses related to air operations, support fi-nance with data, and ensure correct cost dispatching.
• Documentation: Maintain and update documents (manifests, reports), back up computer data weekly, and update Air Ops guidelines.
• Translation & Communication: Translate correspondence for authorities and external parties, provide verbal translation (English Tajik-Russian) as needed, and ensure timely filing and renewal of MSF staff ID cards.
• Travel & Visas: Process travel expenses, organize Tajik visas for staff, prepare visa documentation, follow up on visa applications, and facilitate Afghan visas in collaboration with the Kabul Movement team. Assisting Admin transit/DYU Movement team with tasks related to travel and accommodation in DYU.
• Being a backup of Admin Transit in their absence. 

Communication – Information management

• Key Tasks: Ensure smooth air operations by promptly updating coordinators and the Movement Team in Kabul about any changes.
• Database & Documentation: Manage the flight management system database and maintain proper docu-ment filing.
• Communication: Keep in close contact with the Movement Supervisor in Kabul and the Technical Referent in Bordeaux. Inform passengers of rules, communicate aircraft planning updates, and report on flight hours and charter details.
• Meetings & Reporting: Facilitate meetings with involved departments to address and resolve issues and send a monthly report to the Air Ops Cell in Bordeaux.

Air Ops Cell in Bordeaux – Safery /Security

• Technical Responsibility: The Flight Manager is accountable to the Air Ops Cell for any operational is-sues and must report difficulties immediately.
• Administrative Responsibility: The Flight Manager is also under a specified administrative authority of the head of Office in Dushanbe.
• Health & Safety: Must adhere to all health and safety guidelines.
• Incident Reporting: Required to report and record details of any incidents or accidents involving MSF staff, aircraft, or vehicles, and add them to the Hazard report file.

Requirements: 

Education

• Degree and specialization in Logistics and Management, with technical and administrative knowledge

Experience

• Proven understanding of MSF Field Logistics (general knowledge of MSF equipment and kits in accordance to the nature of the project).
• Past experience in Logistic, Administration, Finance or Air Flight Management. Essential previous experience of at least one year in related relevant positions.
• IATA regulation certification is an asset
• Experience in MSF or other NGOs is an asset.

Languages:

• English, Tajik and Russian are essential languages

Knowledge:

• Computer literacy 

Competencies:

• People Management and Development L2
• Commitment to MSF Participles L2
• Behavioural Flexibility L3
• Results and Quality Orientation L3
• Teamwork and Cooperation L3

Salary: Gross Salary is 9452 TJS.

Please send your CV and cover letter (mentioning position in the subject line) to: msf-dushanbebase-recruitment@msf.org