Office Assistant/ Receptionist

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)