Senior Officer, Regional Association and Governance

(No Chinese version)

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. ​

Job Purpose​ 

• 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.

• 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 collect information to enable the Board to make 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 facilitates 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.

• 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 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; participate 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, training and professional development for the Board) whilst keeping track on learning progress.

• 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.

• 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.

• Implement annual associative engagement plan and activities in alignment with Board priorities.
• Organise and manage associative events (AGM, debates, regional gatherings), ensuring legal compliance.
• Coordinate membership recruitment, onboarding, and fee collection.
• Maintain accurate membership databases and communication channels (newsletter, social media and souk).
• Animate associative life by fostering member participation and facilitating safe spaces for debate and Facilitate FADs in the region in collaboration with the asso team,
• Brief and debrief returned field workers and new staff on MSF associative principles.

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

The Ideal Candidate ​

• Minimum 5 years of professional experience in governance support, board affairs, or association management within NGOs or membership-based organisations.
• Experience in event planning, project coordination, and stakeholder engagement.
• Prior exposure to MSF or the humanitarian sector preferred.
• Strong understanding of governance principles, statutory compliance, and organisational regulations.
• Familiarity with MSF’s associative structure and humanitarian principles.
• Knowledge of the Hong Kong Companies Ordinance and legal requirements for NGOs
• Excellent organisational and coordination skills with the ability to manage multiple priorities.
• Strong communication skills (written and verbal) in English, Cantonese and Mandarin Chinese; additional regional languages are an advantage.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency in digital communication tools and database management.
• High cultural awareness and ability to work with diverse stakeholders across regions.

• Strategic thinker with operational execution capability.
• Self-starter with flexibility and resilience under pressure.
• Strong interpersonal skills and ability to build collaborative relationships.
• Willingness to work outside regular hours and travel regionally/internationally as required.