OFFICE ASSISTANT
Job Description
Title: OFFICE ASSISTANT
Company Name: Medecins Sans Frontieres/ Doctors Without Borders (MSF)
Vacancy: 1
Job Location: Dhaka
Employment Status: Full-time
Educational Requirements:
∎ Secondary education and secretarial related studies.
Experience Requirements:
∎ At least 2 year(s)
Job Responsibilities:
∎ 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:
∎ General administration:
∎ Managing utility bills viz. electricity, water & courier bills and ensure handed over to respective department for payment of the bills;
∎ Follow up of subscriptions of magazines, newspapers, etc;
∎ Support in making the photocopies & scanning of documents for the HR department
∎ and visitors, as required;
∎ Responsible for putting in place the archives of the HR department at coordination;
∎ Looking after tools and materials, carrying out periodic and restocking of materials;
∎ Assist in general office/travel administrative duties, in collaboration with the HR Assistant;
∎ Supervise the stationary stock, photocopier and its services;
∎ Communication:
∎ Transmission of mails includes job applications received on general mail id to the concerned recruiter for the positions;
∎ Receive phone calls/ faxes and transmit to concerned person;
∎ Monitoring and proactively updating database of contacts (hotels, taxi companies, vendors etc.);
∎ Proactively update mission contact list and distribute to all staff including projects each time;
∎ Travel & visitor management:
∎ Centralize and update flight movement information by updating and sharing the Flight Movement file, and updating the Flight Movement board;
∎ Welcome new staff (International & National staff) and give orientation on reception areas of office and personnel;
∎ Organize welcome information package covering all the relevant documents of accommodation & travel security pack;
∎ Ensure management and allocation of phones to international staff and visitors;
∎ Follow visitor SOP as instructed my LogCo/HoM;
∎ Organizes hotel/guest house and other reservations and informs relevant stakeholders;
∎ Responsible for all the domestic flight booking process with HR Assistant;
∎ Backup for HR Assistant in absence for travel bookings;
∎ Others:
∎ Assist in logistics of organizing the different events (trainings & workshop) in relation with the HR department;
∎ Follows up with applicants for interviews schedules at reception;
∎ Ensure monthly internal control for stationary and cleaning products.
Additional Requirements:
∎ Competences:
∎ Results
∎ Teamwork
∎ Flexibility
∎ Commitment
∎ Service
∎ Cultural
Salary:
∎ Salary according to level 3 of the internal MSF salary grid, (BDT 35090 - 42108 Gross) at step ‘0-10’.
Compensation & Other Benefits:
∎ Contract duration to be clearly indicated as standard with possibility of extension.2 annual leave days per month worked. Medical reimbursement for employee and direct dependents.
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 6 Jun 2022
Company Information:
∎ 30 May 2022
∎ 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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