Secretary/Receptionist-Driver at Medecins Sans Frontieres (MSF)

Objective of the Position

Perform secretarial, administrative and driving activities according to the instructions of the Line Manager and MSF rules and
protocols to ensure efficient administrative and driving support to MSF office staff.

Tasks & Responsibilities

S/he will perform the following main tasks, among others:-

• In collaboration with the Office Cleaner, ensure the reception area is clean and tidy at all times.
• Welcome and receive visitors at the reception area.
• Alert staff when they have visitors at the reception area.
• Managing the office calls; both incoming and outgoing.
• Circulation of all notices; emails, and hard copies to ensure they are available to all staff.
• Receive invoices from suppliers and dispatch to the respective departments.
• Ensure the stationery stock cards are updated daily or when necessary after the removal of items from the stocks.
• Ensure all staff sign for stationery as requested and dispatch them accordingly.
• Preparation of the quarterly sundry and stationery orders and submit to Line Manager for validation and filling of IR (Internal Request).
• Follow up of all utility bills in advance and submit to Line Manager for validation before due date.
• Ensure the staff check out form is properly filled and signed.
• Follow up of the daily milk supply and ensure the right quantities and invoices are delivered as per the contract.
• Collaborate with the office G4S rider to ensure all the office documents and letters are received and delivered as directed. In case of any delays/absence from the G4S rider, immediately inform the Line Manager.
• Ensure all office event purchases are done on time e.g cakes, snacks, gifts before celebrations.
• Keep track of office drinking water consumption and follow up with the supplier to ensure the bi-weeky supply is done to avoid shortages.
• Performing the tasks of transporting authorized goods and passengers in an MSF vehicle, ensuring its technical and safety conditions and respecting the country’s traffic rules and MSF security rules, in order to provide a safe, smooth and efficient service.
• On request perform any other additional duties given by the Line Manager in order to allow the organization to function optimally
• Attend meetings arranged by the Line Manager.

Qualifications & Requirements

• Education: Secondary education, secretarial related studies, and a valid Kenyan Driving Licence Class B,C,E.
• Experience: At least 2 years’ experience in secretarial and driving experience with reputable Organizations/Institutions.
• Skills/ Competences: Essential computer literacy. Result-oriented, behavioral flexibility, teamwork, and cooperation, computer literate, Committed, and service-oriented.
• Language: Proficiency in written and oral English & Swahili.