SECRETARY (Daily workers)

Position status: “back-up” pool
Location: Sana’a

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.
    
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

• Scanning documents 
• Uploading documents to cloud archive 
• Labeling binders 
• Organizing archive cabinets and archive room, as needed.
• Support in filling HR forms. 
• Organize and maintain physical employee files/ finance, ensuring proper order and accessibility.
• Verify the integrity of scanned documents, checking for legibility and proper indexing.
• Identify and report any discrepancies or missing information in HR/Finance records.

Requirements

Education    

• Secondary education and secretarial related studies

Experience    

• Desirable working experience in similar jobs.
• Pervious work with MSF is desirable.

Languages        

• Mission language (English) and local language (Arabic) essential

Knowledge    

• Essential computer literacy (word, excel, internet)

Competencies:     

• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Service.
• Cultural.