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.
- 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: - 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.
- Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence.
- Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered.
- 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.
- 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.
- Support the Administration Manager in translating documents into local language. Assists the Administration Manager in meetings upon request.
- 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, copying, binding, laminating…: 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 on MSF postal box payments and annual payment).
- Follow up on 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.
- Assist in other tasks related to the Admin department as per request.
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