Secretary (Archiving Administrative Support) – Beirut – 100% Activity Rate

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international medical humanitarian organization created by doctors and journalists in 1971. Today, MSF provides independent, impartial assistance in more than 60 countries to people whose survival is threatened by violence, neglect, or catastrophe, primarily due to armed conflict, epidemics, malnutrition, and exclusion from health care or natural disasters. MSF in Lebanon currently has 2 projects mainly on primary health care and mental health, in Nabatiyeh and the Bekaa valley.

MSF is committed to achieving diversity, equity, and inclusion within its workforce irrespective of gender, nationality, disability, sexual orientation, culture, religious and ethnic backgrounds. All job applications will be treated in strictest confidence.

• Starting date: ASAP
• Type of contract: 3 months, fixed-term contract, 100% Activity rate, renewable. Updated competitive salary package with benefits including allowances, medical coverage, and paid leave.
• Place of work: Warehouse - Beirut, Lebanon.
• Salary: LBP 99 261 168

Scope of responsibility:

Perform secretarial administrative activities according to the instructions of the supervisor and MSF rules and protocols to ensure efficient administrative support to MSF office staff.

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

Specific activities:

• Review and classify existing HR documents according to MSF archiving guidelines
• Identify documents for digitization based on relevance
• Scan and digitally file selected documents using proper naming conventions
• Maintain confidentiality and data protection standards throughout the process
• Organize physical archive space for improved accessibility and reference
• Report any gaps, inconsistencies, or damaged documents to the Personnel Administration Manager
• Assist in preparing archiving reports or summaries
• Collaborate with HR and Admin teams to ensure alignment with documentation practices

Requirements:

Education

• Essential: Secondary education and/or secretarial related studies

Experience

• Essential: Two years of previous work experience in relevant jobs.

Languages                        

• Essential: Full professional proficiency of the English and Arabic languages.
• Desirable: Elementary to limited professional proficiency of the French language.

Knowledge

• Essential: Advanced computer literacy in using MS-office applications (including but not limited to Word, Excel, PowerPoint, Outlook, …)

Competencies

• Results and Quality Orientation     
•  Teamwork and Cooperation         
•  Behavioural Flexibility                      
•  Commitment to MSF Principles   
•  Stress Management