SECRETARY - BEIRUT - BOURJ HAMOUD

Main Purpose

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.

MSF Section/Context Specific Accountabilities

• Conduct regular audits of staff files to identify and flag missing documents, incomplete records, or expired certifications, and follow up with relevant parties to obtain outstanding items.
• Track documents requiring signatures, proactively follow up with staff members and management to ensure timely sign-off, and escalate delays to the supervisor when necessary.
• Scan, digitize, and archive physical documents, ensuring the electronic filing system mirrors the physical one and remains accurate and current.

Requirements

Education

Preferrable degree in HR, finance or business administration.

Experience

Desirable working experience of one or two years in similar jobs

Languages

Arabic and English essential