Secretary at Medecins Sans Frontieres (MSF)

Objective of the Position:

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.

Responsibilities include, but are not limited to:

• Manage the Front Office: Handle all incoming and outgoing calls. Oversee the use of the photocopier and scanner machines, providing instruction and assistance as needed and reporting any problems with the equipment to the Logistics Manager. Daily mail collection and distribution of letters and other information to the department mail boxes.
• Travel and Visitor Assistance: Welcome all visitors to the office, directing the persons as needed. Arrange for pick-up and drop offs as requested and according the movement plan. Plan and organize in collaboration with the log base routine movement.
• Transit & Movements Organization & Follow-Up: Manage domestic and international transit of people in Kenya, under the supervision of the COFIHR. Prepare all the documents and coordinate expats briefing/induction. In collaboration with the HR assistant, ensure the housing of all staff in transit is taken care of. Answer to any queries related to transit. Provide a basic briefing on taxis and other practical information to people in transit. Maintain a monthly planning for all movements.
• Expatriate Staff Immigration Support: Assist in the immigration administrative procedure for all expatriates and maintain an updated file with this information to ensure timely renewals. Liaise with embassies and immigration in order to follow-up files, deposit/collect documents, get updates on policies and procedures. In collaboration with the RPO office, ensure cancellation of work permits and deposit recovery are done after expatriates’ departure.
• Information Management: File all correspondence received. Maintain an updated contact list. Coordinate and arrange for meetings. Prepare memos as requested, verifying information with the Administration Department.
• Administrative Support: In collaboration with the HR assistant, maintain the front office by organizing the items needed and stationery orders on a weekly basis. Assist the Office Cook with follow-up of the lunch program as needed, including assistance with the accounting records when requested.
• Due to the nature of MSF activities, other duties may be assigned. Assist the management with various tasks as requested. Participate in meetings and trainings as needed. Follow up on taxi/telephone bills and monitor usage.

Qualifications & Requirements:

Education

• Diploma in Business administration/Secretarial Studies or any other related administrative course

Knowledge & Experience

• Mandatory: Minimum previous experience of at least 1 year with MSF or 2 years with other NGOs in developing countries in a similar role. Essential Computer Literacy (Excel and Word)

Languages

• Fluency in English and Kiswahili

Competencies

• Commitment to MSF principles, Behavioural Flexibility, Results & Quality Orientation, Teamwork & Cooperation, culturally sensitive.

deadline to apply: 10.02.2023