Background

Médecins Sans Frontières (MSF) is a non-profit, independent international humanitarian organization committed to delivering medical aid to populations facing crises, with a steadfast commitment to impartiality and without regard to race, religion, creed, or political affiliation. In Malawi, MSF collaborates closely with the Ministry of Health and the local community, particularly in the Cervical Cancer project in the Blantyre and Chiradzulu districts, as well as the CBO Project in Zalewa and Dedza District.

MSFF is looking for its Blantyre Cervical Cancer project and Coordination Office:

SECRETARY – 1 POSITION

Main Purpose

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.

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 stationery 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.
• Archiving and maintaining staff personal files.
• Maintains all scan documents in software systems.
• Interpreter for all the meetings/Interview when needed.
• Scanning of all financial and HR data
• Compilation of VAT claims for submission to MRA
• Archiving financial and HR data
• back up for cashier/fin assistant/HR assistant

Requirements

• Secondary education and secretarial related studies
• Desirable working experience of two years in similar jobs. Desirable working experience with MSF or other NGOs, in developing countries
• Proficiency in English, the mission’s working language. French is an added advantage
• Computer literacy
• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Service.
• Cultural.

• 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 stationery 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.
• Archiving and maintaining staff personal files.
• Maintains all scan documents in software systems.
• Interpreter for all the meetings/Interview when needed.
• Scanning of all financial and HR data
• Compilation of VAT claims for submission to MRA
• Archiving financial and HR data
• back up for cashier/fin assistant/HR assistant

• Computer literacy
• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Service.
• Cultural.

• Secondary education and secretarial related studies
• Desirable working experience of two years in similar jobs. Desirable working experience with MSF or other NGOs, in developing countries
• Proficiency in English, the mission’s working language. French is an added advantage