SECRETARY (Part time - 85%)

• Receive packages, letters, reports and other documents and give it to the relevant person.
• Welcome and guide all visitors, being the first point of contact for public enquiries.
• Answers the telephone, responding to simple enquiries and putting calls through to the relevant staff member
• 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.
• Manage all incoming /outgoing mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients.
• Monitor 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.
• Ensuring that the reception area is in good, clean condition and make sure of the availability of useful Material / documentation, such as MSF leaflets, brochures…
• Inform relevant departments 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.

• Keep the booking of the office meeting rooms.
• Book hotels for MSF visitors in Beirut upon request of the HR Department.
• Book taxi for MSF visitors in Beirut upon request of the HR Department.
• Controlling and monitoring cash payments from the cashbox and check payements.
• Performing daily cash counts and investigating any discrepancies.
• Upon validation from the Fin. Manager provide advances ensure the follow-up on those cash advances and theier duely settlement.
• Carrying out transfer requests between cash and safe box.
• Checking the validity of invoices, approval signatories.
• Performing Weekly & monthly reconciliations.