Office Assistant/ Receptionist
Job Description
Title: Office Assistant/ Receptionist
Company Name: Medecins Sans Frontieres/ Doctors Without Borders (MSF)
Vacancy: Not specific
Job Location: Cox's Bazar (Ukhia)
Employment Status: Full-time
Educational Requirements:
∎ Secondary education and secretarial related studies
Experience Requirements:
∎ At least 2 year(s)
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, 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 hotel and other reservations and informs relevant people, including room allocation on project level for staff and visitors.
∎ Takeover the tasks delegated by supervisor, as per the capacity
∎ Translation, when necessary.
∎ Support HR Administrators with filing and record keeping.
∎ Reception duties
∎ Receives and welcomes Expat, visitors. Tour and briefing for house/office.
∎ Provides general information and refers all non-routine information to supervisor
∎ Oversee 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
∎ Execution of 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 tech and supply department for follow up.
∎ MSF premises being properly locked (doors, windows)
∎ 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
∎ Being 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 Expat food items from local market.
∎ Submit to purchaser the weekly food order and receives the goods to be stocked in the houses.
Additional Requirements:
∎ Both males and females are allowed to apply
∎ Desirable working experience of two years in similar jobs.
∎ Essential, mission working language and local languages..
∎ Essential computer literacy (word, excel and internet)
∎ Competences:
∎ Results.
∎ Teamwork.
∎ Flexibility.
∎ Commitment.
∎ Service.
∎ Cultural.
Application Deadline: May 23, 2019
Company Information:
∎ Medecins Sans Frontieres/ Doctors Without Borders (MSF)
∎ Business : Medecins Sans Frontieres (MSF) is an international medical humanitarian organization working in many 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
