Administrative Assistant

PURPOSE

Administrative Assistant 1 provides secretarial and/or administrative support.

RELATIONSHIPS

• Internally, is a first point of contact for all staff seeking to contact the management.
• Externally, is a first point of contact for anyone seeking to contact the management (by phone, post or email), such as ministers or representatives of ministries, high-ranking military officers, managers and coordinators of National Societies, UN representatives and other actors.

ACCOUNTABILITIES AND RESPONSIBILITIES

As Administrative Assistant

• Updates and retrieves data in/from specialized tools and databases.
• Creates and maintains paper or electronic files up-to-date.
• Follow-up on specific processes among the Administrative Team
• Drafts and finalizes correspondence, internal presentations, meeting minutes and other documents; shares information among users.
• Carries out secretarial tasks such as fililng, making photocopies, destroying documents and managing stationery stocks.
• Applies information-management instructions and ensures compliance with procedures.
• Facilitates MSSC Bordereaux: sending of office mail to Headquarters and the field offices.
• May be called upon to function as logistics assistant, where
  • Prepares Purchase Orders for specific items (stationeries, coffee break consumables and cleaning materials).
  • Create Work Order requests related to Archiving activities and updates the archives inventory lists.
  • Prepares gate pass and work permit requests for staff/suppliers and coordinates with building administration for approval

Reception Management

• Welcomes visitors, provides them with information and directs them to the appropriate staff member
• Answers, screens and redirects incoming calls and answers callers’ questions
• Provides basic and accurate information in-person and via phone/mail.
• Updates lists and tables, telephone numbers, addresses, etc.
• Receives, sorts, and distributes daily mail and deliveries. Maintains the inventory of internal mail.
• Maintains office security by following safety procedures and controls access via reception desk (using door phone and logbook).
• Coordinates with the Building Reception and Administration for visitor and guest concerns
• Updates the MSSC Management in case of front desk emergencies or guest concerns.
• Updates calendars and assists in scheduling meetings or staff events.

SELECTION REQUIREMENTS

• University degree, with solid experience in reception and administrative work or equivalent
• Good computer skills, with experience in the use of Microsoft Office (i.e.Excel, Word, PowerPoint)
• Telephone management and verbal communication skills. Proficiency in English

WHAT WE OFFER

• Diverse and humanitarian-minded workforce
• An opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide
• Training opportunities
• Flexible work schedule