Graduate Secretary at Medecins Sans Frontieres (MSF) - Holland

Medecins Sans Frontieres (MSF) is an international, private, non governmental, non-profit humanitarian organization. Our organization offers assistance to populations in distress, to victims of natural or man-made disasters, to victims of armed conflict, without discrimination irrespective of race, religion, creed or political affiliation. We have been working in Nigeria since February 1996. A Memorandum of Understanding between Medecins Sans Frontieres and the Federal Government of Nigeria facilitates this. We are at present co-operating with the Federal Ministry of Health, State and Local Government departments of health on various health projects.

We are recruiting to fill the position below:

Job Title: Secretary

Location: MSF OCA, Abuja Office

Job Summary

• Main objective and responsibility of the position is to Perform Administrative activities, and event organization according to the instructions of the supervisor and MSF rules and protocols to ensure efficient administrative support to MSF office staff (both expats and NS)

Description of the Responsibilities/Activities

• Supervision and management of domestic staff (cooks & Cleaners) for Coordination office and house.
• Managing leave of absences, ensure replacements and preparation of job evaluations.
• Management of house hold items and office supplies (drinking water, coffee, tea) in liaison with Logistics department, arranging of expat food (ensuring required quantities and quality), ensuring cleaning material and house hold items minimum levels are maintained at all times.
• Organize internal and external events (meetings, presentations, trainings etc) in sending invitations, ordering the catering, arranging accommodation, and negotiating with hotel owners as requested.
• Manage the meeting room schedule and coordinate available meeting spaces in the office.
• Manage all incoming /outgoing mail/packages, ensuring a proper registration and delivery to internal or external recipients. Monitor deliveries and check the receipts, as well as the communication with the Courier Company and process billing for services rendered.
• Ensure and monitor laundry at CMT house, cleaning of living spaces, kitchen, bathrooms etc. and follow up and reporting maintenance requirements to relevant department/people.
• Preparing briefing and debriefing schedules for arriving and departing expats in Abuja, adjusting schedules according to profile.
• Managing accommodation for CMT expats, visitors, transiting expats, and R&Rs, including room assignments in CMT house, liaising with other house managers, and booking hotel rooms as needed.
• Receiving and welcoming new Expats or visitor/guests, distributing de/briefing schedules, giving tours of office, and providing briefings on CMT house.
• Liaise and collaborate with HR assists in different locations in booking and purchase of domestic flight tickets, ensuring follow up as necessary.
• Update of expat/NS movements on the white board according to the movement matrix and communicate during meetings.
• Ensure accurate reporting of expat food kitty to finance based on presence.
• Support in preparation of communication, Letters of invitation, Proof Of life and scan/binding of documents as requested.
• Taking staff and other meeting minutes and share as requested.
• Ensure the photocopies and scan of documents are made and distributed as requested and supervise use of photocopier by other staff and report any defects.
• Assisting in posting of job adverts in strategic places.
• Provide support to HR department staff in updating and managing HR files, as requested.
• Cover Admin Assist absences (in project locations, by remote support and project visits) and supporting other HR staff during absences.
• Flexibility in undertaking assigned tasks, due to the changing nature of MSF operations

Requirements/ Qualifications

• Education: BA in Management, Administration or Secretarial Studies
• Experience: Fresh graduate who completed National Youth Service corps (NYSC).
• Languages: Knowledge of English (spoken &written, plus any local languages
• Knowledge: Essential computer literacy (word, excel and internet)
• Competences: Result, Teamwork, Flexibility, Commitment and Stress management.

Application Closing Date
24th August, 2018.

How to Apply
Interested and qualified candidates should send submit their Application Letter, latest Curriculum Vitae (CV) and Photocopies of all necessary Credentials with Telephone Contact details (daytime) in an envelope (specify on the envelope - Application for the post of SECRETARY) to the address below:
Human Resources Coordinator,
Médecins Sans Frontieres - Holland,
No. 11, First Avenue,
Gwarinpa,
Abuja.
Or
No. 26 Agaie Road,
Behind State CID,
Sokoto State.

Applications can also be submitted at any of the MSF OCA project offices in Benue, Niger Sokoto and Zamfara States.
Or
Send your CV's and Applications to: [email protected] with the "Post of Secretary" as the subject.