OFFICE ASSISTANT (FEMALE ONLY)
Job Description
Title: OFFICE ASSISTANT (FEMALE ONLY)
Company Name: Medecins Sans Frontieres/ Doctors Without Borders (MSF)
Vacancy: 1
Job Location: Cox's Bazar (Ukhia)
Employment Status: Full-time
Educational Requirements:
∎ BSC Degree in Finance, Management or related studies.
Job Responsibilities:
∎ 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
∎ Office Assistant:
∎ Organises guest house bookings and informs relevant people, including room allocation on project level for staff and visitors.
∎ Manage the tasks delegated by supervisor, as per the capacity
∎ Support HR Administrators with filing and record keeping.
∎ Reception Duties:
∎ Receives and welcomes International mobile staff, visitors.
∎ Briefing the new arrivals and office/house tours.
∎ Provides general information and refers all non-routine information to supervisor.
∎ Oversees Housekeeping :
∎ Rostering and filling in and following up the work planning for the domestic staff (cooks and cleaners).
∎ Oversees the cleaners and ensures that houses and office cleanliness are up to MSF standards including: Cleaning of bedrooms, bathrooms, toilets and communal spaces in MSF houses and office; laundry, ironing and other housekeeping activities.
∎ Manages stock of the house including all cleaning items including weekly and monthly supply orders.
∎ Focal point for minor repairs or needs in the houses and office, liaising with logistics tech and supply department for follow up.
∎ Looking after tools and materials, carrying out periodic inventories with the cleaners and cooks and ensuring the renewal of tools and/or restocking of materials.
∎ Kitchen & Food Supply Management
∎ Ensuring an efficient management of food stock, making sure that shopping lists, orders and purchases are made on time through MSF standard supply procedures
∎ Responsible for the utensils and equipment placed at the disposal of the cooks, carrying out and keeping an inventory, ensuring its integrity and ensuring its replacement when needed
∎ Shopping for international mobile staff food items from local market and placing order with suppliers based in Cox’s Bazar.
∎ Opening and closing of advances with finance and transparent, honest and concise handling of invoices for food deliveries.
∎ Responsbile for shopping for expat houses, conform current market prices.
∎ Submit food order requests to the purchaser and receive the goods to be stocked in the houses.
Additional Requirements:
∎ Age at least 22 years
∎ Only females are allowed to apply
∎ Experience: Working experience of two years in similar jobs desirable. Management experience required.
∎ Language and Knowledge: English, Chittagonian & Bangla is essential, both written and spoken.
∎ Essential computer literacy (word, excel, internet)
∎ Competences: Results.
∎ Teamwork.
∎ Flexibility.
∎ Commitment
∎ Service Oriented
∎ Accountable
∎ Trustworthy
∎ Financial Literacy
Salary:
∎ Tk. 37020 - 44424 (Monthly)
∎ Contract duration to be clearly indicated as standard with possibility of extension. Salary according to level 3 of the internal MSF salary grid, (BDT 37020-44424 Gross) at step ‘0-10’. 2 annual leave days per month worked. Medical reimbursement for employee and direct dependents.
Compensation & Other Benefits:
∎ Medical allowance, Weekly 2 holidays
∎ Festival Bonus: 2
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 10 May 2023
Company Information:
∎ 3 May 2023
∎ Medecins Sans Frontieres/ Doctors Without Borders (MSF)
∎ Address : 5th Floor, Khawaja Palace, Plot N. 76, Ro-11, Banani, Dhaka-1213, Bangladesh.
∎ Business : Medecins Sans Frontieres (MSF) is an international medical humanitarian organization working in over 80 countries worldwide. MSF has been working in Bangladesh since 1992. MSF was awarded the prestigious `Nobel Peace Prize` in 1999 for its pioneering humanitarian activities since 1971 in several continents.
Category: NGO/Development
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