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Office Assistant/ Receptionist
Medecins Sans Frontieres/ Doctors Without Borders (MSF)
View all jobs of this company
Vacancy
Not specific
Job Context
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.
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.
Employment Status
Full-time
Educational Requirements
Secondary education and secretarial related studies
Experience Requirements
At least 2 year(s)
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.
Job Location
Cox’s Bazar (Ukhia)
Read Before Apply
All incomplete applications or those not clearly labelled will be rejected.
Only shortlisted candidates will be contacted for interviews/testing.
Application documents are non-returnable; please do not submit original documents.
No applications will be accepted after the deadline.
Only Bangladesh citizens will be considered for this position.
No monetary, goods or service offers, nor favoritism, will be tolerated in a recruitment process. MSF reserves the right to refuse any candidate having benefited from such acts. Any illicit solicitations can be reported to the justice system. MSF reserves the right to refuse any candidate having benefited from such acts and will stop collaboration with any workers involved in such acts.
We advise candidates to update their professional profile on Bd.jobs with all relevant information.
Apply Procedures
Hard Copy
MSF OCA Balukhali HR Office: Shoma Bhila, Faliapara Road, Ukhiya, Cox`s Bazar.
Application Deadline : May 23, 2019
Company Information
Medecins Sans Frontieres/ Doctors Without Borders (MSF)
সুত্র: বিডিজবস্
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