Secretary - 60% Activity Rate - South Lebanon (Chouf)

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. 

In Lebanon, MSF teams are working across all nine governorates to respond to urgent needs. We provide access to primary healthcare services, mental health support, trauma and emergency care, and support for displaced people through mobile medical clinics in shelters, PHCC and MoSA Centers. MSF teams also distribute essential supplies and logistics support such as hygiene kits, blankets, water, fuel, and medical supplies to communities, healthcare facilities and hospitals.

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: 60% activity rate, Intervention Fixed term contract, upon needs. 
• Place of work: Chouf, Lebanon
• Salary: LBP 66,051,000 per month. Updated competitve salary package with benefits including allowances, medical coverage and paid leave. 

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 ab-sence. 
• 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 condi-tion 
• Inform supervisors in the case of any incident / problem. 
• Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the cater-ing, arranging accommodation, etc. 

Context Specific Accountabilities:

• Receive, register, organize, and file HR and Finance documents (contracts, payroll support documents, correspondence, etc.) in a systematic and traceable way, in line with MSF standards.
• Scan, save, and maintain the Admin Department documents to ensure traceability, completeness, and audit readiness.
• Prepare, format, and update standard administrative documents (letters, certificates, templates) based on instructions from the Fin/HR Manager.
• Ensure proper classification, availability, and circulation of HR and finance documents for review, approval, and signature tracking.
• Assist in collecting missing documents from staff or departments and follow up on administrative deadlines (signatures, submissions, renewals) as instructed.
• Organize meetings, including scheduling, sending interview invitations, ensuring room setup and logistics, and take minutes when required.
• Handle printing, copying, scanning, and binding of HR and finance documents.
• Arrange incoming and outgoing courier services related to HR and finance documentation.
• Share HR and administrative information with staff as instructed, follow up on missing or incomplete documents, and report any issues, delays, or inconsistencies to the Fin/HR Manager or Assistant.

Requirements:

Education

Essential: Lebanese Baccalaureate Certificate of Secondary Education issued by the Lebanese Ministry of Education and Higher Education  (شهادة البكالوريا اللبنانية للتعليم الثانوي صادرة من وزارة التربية والتعليم العالي اللبنانية )
Desirable: Secretarial related studies 

Experience

Essential: 2 years in a similar post
Desirable: At least one year of similar experience in local or international NGO

Languages                        

Essential: Full professional proficiency (reading, writing, and speaking) in English and Arabic.
Desirable: Proficiency in French at any level.

Knowledge

Essential: intermediate to advanced knowledge of MS-Office applications (word, excel and outlook).

Competencies

Results and Quality Orientation 
Teamwork and Cooperation 
Behavioural Flexibility 
Commitment to MSF Principles 
Service Orientation
Cross-cultural Awareness