Médecins Sans Frontières – Belgium (MSF – Belgium) in Freetown is recruiting a

HR SECRETARY [FREETOWN]

Médecins Sans Frontières (MSF – Doctors without Borders) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. MSF offers assistance to people based on need, irrespective of race, religion, gender or political affiliation. MSF is therefore guided by the principles of neutrality and impartiality. These principles must apply to all MSF staff.

main objective and responsibilities of the position

• 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.
• Ensuring the update of movement-related tools and Project contact information and their regular distribution;
• Under the supervision of Admin Transit liaison with house team ensuring that is aware about any change in arrival/departure;
• Welcomes and determines visitor needs in a professional manner
• Help organzing briefing and debriefing schedules for all staff based on informaton provided by Admin Transit;
• Updating the Allocation File House with the list of Expats for each Guesthouse;
• Issuing timely MSF ID Cards for all Staff in need
• Updates mission contact list after every month and shares with supervisor
• Supports with photocopying, printing, scanning, laminating and filling etc
• Provides and monitors the consumption of airtime. Requests for top-up when airtime runs out of stock and signals to his/her supervisor any abnormal consumption trends.
• Anyother task assigned by line manager

Minimum Requirements and Competencies (adapt with most relevant elements)

Education: Secondary education and secretarial related studies

• Experience: Desirable 2 years of previous experience and previous experience in other NGO’s
• Language: English is essential. Local language knowledge Krio would be an asset
• Computer skills: Computer literacy desirable
• Competencies:
• Results and Quality Orientation L1
• Teamwork and Cooperation L1
• Behavioural Flexibility L1
• Commitment to MSF Principles L1
• Stress Management L2

Working hours: (Full time 8:30am – 5:30pm)

Salary: Based on the organization salary scale

Application

The interested candidates should submit their applications before the 27/10/2023 at 05:00 PM with the updated CV, motivation letter, including references details and with supporting documents (certificates, diplomas etc.) to Médecins Sans Frontières, Human Resources department Freetown Office, 66 Sir Samuel Lewis Road Aberdeen or via:

• E-mail msfocb-sl-recruitment@brussels.msf.org
• In a sealed envelope at MSF Belgium Office, 66 Sir Samuel Road, Aberdeen, Freetown

The reference, HR Secretary must be stated in the application to be valid. If you do not clearly state the position for which you are applying & attach the required diploma & other supporting documents, your application may not be considered.

Only shortlisted candidates will be contacted. Please note that MSF does not reimburse transportation cost if applicants are asked for interview or a test.

MSF does not charge fee at any stage of its recruitment process. All applications are free for all candidates and no one should require any payment or compensation during the recruitment process. May the candidate be asked for any fee, he/she must report to MSF Administration through the recruitment contact.