Accountabilities

• 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.
• Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence.
• Take and prepare minutes of meetings.
• Manage all incoming /outgoing mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients.
• Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered.
• Manage office stationary supply and place orders on time to avoid running out of stock.
• Supervise the printing of copies and binding of documents.
• If the absence of a receptionist, welcome guests and visitors, ensuring that the reception area is in good, clean condition
• Inform supervisors in the case of any incident / problem.
• Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.
• MSF Section/Context Specific Accountabilities
• Ensure welcome package to the mission is up to date and timelly shared. Proactively check if any documentation is missed or needed to be updated.
• Responsible for IMS briefing/debriefing (including schedule, sharing material and follow up).
• Prepare all the required document for border crossing and ensure that all documentation is properly done and shared among the relevant staff.
• Responsible for room allocations/follow up in coordination.
• Supervise Cook/cleaners in coordination, distribute tasks and roster plan.
• Being in charge of the preparation of per diems, modes of telecommunication for visitors.
• Support HR in recruitment whenever needed.
• Manage border crossing for IMS&LRS (Get approvals on time and follow up all movements). Manage border crossing for IMS&LRS (Get approvals on time and follow up all movements).
• Manage food pot for GH (open & close advances, cash management in respect to food pot).
• Organize DW to cover domestic team leaves (prepare request, time sheet, and payment).

Education

• Secondary education and secretarial related studies

Experience

• Desirable working experience of two years in similar jobs

Knowledge

• Essential computer literacy (word, excel and internet)

Language

• Essential, mission working language and local languages.

Competencies:

• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Service.
• Cultural.