Main Duties and Responsibilities

1. To support the President of MSF Hong Kong, the Board Affairs Executive will:

• Coordinate and schedule meetings, appointments, and external events (including media requests, interviews, and other activities with the support of the Executives).
• Prepare and coordinate incoming/outgoing communications and assist in drafting and proof reading of speeches, presentations and other internal and external correspondences with sensitivity on behalf of the President.
• Work closely with the President to identify and follow up on topics that require the Board’s attention and/or action. Contribute to change and organizational processes as relevant.
• Build the Board’s annual calendar/plan and allocate and monitor resources of the Association and Board effectively by working in conjunction with the Association Coordinator during budget planning and review.

1. To support the Board of MSF Hong Kong and its committees, the Board Affairs Executive will:

• Function as the primary contact person for the Board of Directors.
• Remain up to date on developments in MSF-HK partnerships, MoUs and the relevant Executive dossiers.
• Conduct all necessary research and collate information to enable the Board in making well-informed decisions.
• Track and consider issues arising from discussions in any one committee which should be raised with the full Board or another committee to ensure discussions are aligned.
• Liaise with the Company Secretary, legal advisor(s) and the Executives on governance and compliance responsibilities and advise the Board on all relevant issues in a timely manner; ensuring the Board performs all its statutory duties and facilitate in mitigating related risks with the support of the Executives.
• Prepare and file documents for the Board as required under the Hong Kong Companies Ordinance with the support of the Company Secretary.
• Maintain, review and update the Board’s governing documents: Articles of Association, internal rules and regulations, ToR of committees / board roles, policies, and any new statute implications.
• Manage board travel activities and follow up on expenses claims for board members in a timely manner.
  

1. To promote best practices and safeguard good governance, the Board Affairs Executive will:

• Sit within the Governance Committee of the MSF-HK Board and proactively promote good governance and share ideas to complement the committee’s actions and plans.
• Keep the MSF-HK Board up to date on best practices and relevant discussions regarding  governance best practice within MSF (e.g. MSF-HK’s 5-S Governance Model) and amongst charitable organisations and NGOs in Hong Kong (e.g. Directors’ Duties as required by the Hong Kong Companies Registry).
• Facilitate the Board and its committees’ compliance to the relevant policies and terms and conditions, especially regarding the Conflict of Interests and to notify the Board on any potential risks as such.
• Stay up to date on the development of MSF-HK Board (and it’s committees), the OCB Board, the MSF International Board and other relevant MSF governing bodies; pariticpate in relevant governance related discussions within MSF as relevant.
• Conduct inductions for new Board members, follow up on succession planning and other Board members’ requests for further support on better performance.
• Initiate and organize related activities to enhance the Board’s working efficiency (e.g. annual board retreat, trainings and professional development for the Board) whilst keeping track on learning progress.
  

1. Information and Knowledge Management:

• Act as the liaison person and facilitate the information flow between the President, the Board, the Office, the Association members and the Movement to ensure Board’s accountability and transparency.
• Maintain board minutes, records, governing and all documents, books and archive reports and studies for compliance and institutional memory, and respond to all legal requests for the aforementioned documents.
• Liaise with the Executives to ensure all information available to public on the MSF-HK Board is accurate and up to date.
  

1. Organize and Coordinate Board / Committees Meetings / Calls:

• Create meeting(s) timelines, preparing notifications, agendas and supporting materials necessary for board / committee meetings and calls; taking all Board and committee related meeting minutes precisely, while safeguarding the confidential nature of the discussions and information shared in the meetings.
• 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.
• Provide administrative and organizational support (e.g. technical set-up, room arrangement, catering) as well as proceedings to all board committees.
• Coordinate with the MSF Taiwan office to organize and execute all meetings and events for the Taiwan Board.
• Ensure meeting feedback and outcomes are disseminated to the Board, Office, and international platform on discussions that are relevant to them or their projects and follow up on dossiers that require the Board to act upon. 

1. Work closely with the Association Coordinator:

• Undertake tasks to support the general promotion and activities of the Association (could be up to or more than 20% of total workload at times).
• Ensure timely and effective communication of relevant issues between the Executives, Association members and the Board.
• Coordinate Board members recruitment by approaching potential members.
• Organization of the Annual General Meeting (AGM) in collaboration with the Association Coordinator and Company Secretary; ensuring the processes of board election, voting and the proceedings of the Annual General Meeting respect the Articles of Association, Internal Regulations, and all legal formalities.
• Encourage and build a positive working relationship within the Board and with the Association Coordinator. 

1. Provide Ad-hoc Support:

• Participate and contribute in other duties as requested by the Board as the Association and/or Office develop.
• Undertake international activities and projects / initiatives as necessary.
• Provide support to guests of the Board as necessary.
• Support the Association Coordinator during his/her absence.
• During after-hours and/or on weekends. 

The Ideal Candidate

• Bachelor degree or relevant work experience
• Genuine interest in, understanding of, and commitment to the humanitarian principles, social mission, operations, and challenges of MSF
• 5 years of experience in a high-level administrative support position with a Board of Directors and/or senior executives
• Knowledge and/or experience on MSF/INGO governance practice
• Knowledge and/or experience in the Company Ordinance
• Ability to handle confidential information with total discretion
• Ability to deal with multifaceted board members and stakeholders, managing schedules, information, and people with tact, diplomacy, and poise
• Excellent communications and English writing skills
• Exceptional organizational skills: prioritization, time management, attention to detail, follow through
• A self-starter with high initiative and commitment, take ownership of requests
• Focused, positive attitude, flexible, stress tolerance, patience, enthusiasm, independent
• Flexibility to work additional / out of office hours as necessary to accommodate tasks and fulfil the requirements of the role
• Cantonese and/or Mandarin are an asset for the position
• Event and logistic experience
• MSF or other NGO experience
• Knowledge in governance 

How to apply?

Send your motivation letter and full resume with expected salary and date of earliest availability by clicking “Apply Now”.  Applicants not invited for interview within 8 weeks may consider their applications unsuccessful. All information collected is solely for recruitment purpose and will be treated in strict confidence. Please read the “Personal Information Collection Statement” before providing any personal data to Médecins Sans Frontières (HK) Limited.

Médecins Sans Frontières (MSF) is an international humanitarian organization that provides impartial medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries. We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s common mission.