Main Purposes
Receive and transfer, according to standard protocols, incoming calls and visitors, to provide them with accurate information or alternative ways to obtain it.
Accountabilities |
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• Receive and welcome visitors. • Operate the telephone switchboard and deal with all incoming, outgoing and transferring of calls. • Provide general information and refer all non-routine information to supervisor. • Update the telephone directory, record changes and distribute updates as necessary. • Distribute and handle all incoming and outgoing correspondence. • Keep the reception premises neat and tidy. |
MSF Section/Context Specific Accountabilities |
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Reception · Distribute and handle all incoming and outgoing correspondence, make sure all correspondence is properly recorded; copies are kept and correctly filed and archived according to procedure. · Ensure correct and timely dispatch of mail, parcels to the project locations. · Ensures publication of official memos, in charge of the notice board. · Sure the office arrangement is good and clean. · Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence. · Manage all incoming /outgoing mail/packages/faxes/Letters, ensuring a proper registration and delivery to internal or external recipients. · Monitor the person in charge of the mail, check the receipts, as well as the courier company, and perform billing for services rendered. · Stationary Management: Tracking, reporting every month, Analyzing and Forecast needs. · Manage office stationary supply and place orders on time to avoid running out of stock. · Supervise the printing of copies and binding of documents. · Supervise and help on the copies from copy machine, the fax, the lamination of documents, and Scanning documents and share the scan documents back to the departments. · Introducing a new arrival international/National staff to the Staffs and Department heads. · In charge of preparation of MSF employee ID cards · Manage phone calls and welcome visitors at reception. · Make all administrative information available to the staff (posting, meetings, etc.) · Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request. General Support · Keeps and looks after supply of stationery, i.e. paper, envelopes, pens, markers, cartridges, notebooks, etc., and contact logistics department in time to avoid breaking of stocks. · Uses photocopy machines in order to make small amount of photocopies. · Keep copes of different admin and finance forms available for staffs. · Responsible to make sure the office equipment/machines are properly functioning and inform the log department whenever maintenance is needed. · Assist the different departments in the preparation of workshops or meetings: arrangements of refreshments, stationary, preparation of meeting room… · Prepare Medical referral letters for MSF employees and their dependents to the designated medical facilities. · Write and/or check official letters, reports and other documents related to the Mission · Arrange and confirm appointments, keep a diary of absences, meetings and holidays up to date. · Take and prepare minutes of meetings. · Follow up of MSF postal box HR and Admin Support · Assist the different departments in the preparation of documentation for trainings/Workshop or other information materials: copying, binding, laminating… · Liaises with the translation office and makes sure request for official translation are followed up. · Follow-up the renewal and payment of lease agreements and newspapers subscriptions. · Assist in the recruitment process by collecting CVs of applicants and inviting applicants for testing and interviews. · Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc. · Ensures publication of official memos, in charge of the notice board. · Assist in the recruitment process by collecting CV’s of applicants and inviting applicants for testing and interviews. · Assist in other tasks related to the Admin department as per request. · Support the Liaison Officer in charge of visa and Travel in tasks as: ü Preparing and sending Letter of Invitation ü Copying Expat documents for Work permit process, Visa application and so on in absence of the liaison Officer ü Flight booking and follow-up (commercial and UNHAS) in absence of Liaison Officer. o Serve as back up for travel and Documents, Accommodation, Pickup/Drop off in the case of absence of the Liaison Officer. |
Education | · BA in Business Management, management, HRM, BA in Secretarial Science and Related fields. |
Experience | · At least 1 year related experience |
Languages | · Good command of local language, both written and spoken Fluent in English |
Knowledge | · Essential computer literacy (word, excel, internet) |
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