AT01600
SECRÉTAIRE
Niveau 3
Responsabilité Hiérarchique
Responsable administration RH
Responsabilité Fonctionnelle
Responsable administration RH
Domaine Professionnel
RH & FIN
But principal
Effectuer les activités de secrétariat administratif, conformément aux instructions du superviseur et des règles et protocoles MSF pour assurer un soutien administratif efficace au personnel du bureau MSF.
Responsabilités
- Rédiger et/ou vérifier les lettres officielles, rapports et autres documents relatifs à la mission
- Organiser et confirmer les rendez-vous, tenir à jour un journal des absences, des réunions et des vacances.
- Tenir un registre d’appels (entrants et sortants), communiquer aux personnes concernées les appels reçus en leur absence.
- Prendre en note les réunions et préparer les procès-verbaux.
- Gérer tous les courriers/colis/fax entrants/sortants, et veiller à ce qu’ils soient correctement enregistrés et distribués à leurs destinataires internes ou externes.
- Contrôler la personne chargée du courrier (vérifier les reçus), ainsi que la société de messagerie et effectuer la factu-ration des services fournis.
- Gérer les stocks de fournitures de bureau et passer les commandes à temps pour éviter d’en manquer.
- Superviser l’impression des copies et la reliure des documents.
- En cas d’absence du/de la réceptionniste, accueillir les invités et les visiteurs, en s’assurant que tout est propre et en bon état dans la zone de réception.
- Informer les superviseurs en cas d’incident/problème.
- Aider à l’organisation des événements internes et externes (réunions, présentations, etc.), à l’envoi des invitations, la commande auprès du traiteur, l’organisation de l’hébergement, etc..
Éducation
Études secondaires et de secrétariat
Expérience
Expérience de deux ans dans des postes similaires souhaitée
Language Level Description
B1 Independent User
Threshold or intermediate
- Can understand the main points of clear standard input on familiar matters regularly encountered in work, school, leisure, etc.
- Can deal with most situations likely to arise while travelling in an area where the language is spoken.
- Can produce simple connected text on topics that are familiar or of personal interest.
- Can describe experiences and events, dreams, hopes and ambitions and briefly give reasons and explanations for opinions and plans.
Technical Skills
This job doesn't have technical skills.
Transversal Competencies
Commitment to MSF’s Principles
Demonstrates knowledge of and accepts MSF’s principles
- Respects the choices made by the organisation.
- Has basic knowledge of MSF’s mission and main activities.
- Respects and accepts the medical ethics and principles of MSF.
- Knows the difference between MSF’s activities and those of other NGOs and actors.
Cross-cultural Awareness
Demonstrates an open attitude
- Considers cultural differences.
- Views multicultural environments positively and expresses satisfaction at working in them.
- Is open and eager to learn about his/her environment and the people he/she works with. Is able to recognise and respect cultural differences.
- Is able to recognise cultural norms.
Behavioural Flexibility
Accepts changes
- Accepts changes without knowing the full reasons for them.
- Accepts new ideas in a positive way.
- Positively accepts changes in his/her environment.
- Accepts arguments opposed to his/her own.
- Is willing to listen and to take on new tasks in his/her job.
Results and Quality Orientation
Performs his/her work
- Knows objectives of the job.
- Defines tasks to achieve objectives and establishes a working plan.
- Reviews and checks his/her work to detect mistakes and to correct them immediately.
- Values high-quality work.
Service Orientation
Knows and understands clients’ needs and interests
- Identifies and has a clear understanding of who the client to be served is.
- Identifies clients’ needs and concerns, and provides them with useful information and quick solutions.
- Listens to clients and asks them questions to determine their needs and motivations.
- Gets to know how the rest of the team works.
Teamwork and Cooperation
Acknowledges the importance of teamwork and cooperation
- Is responsible for his/her work because he/she knows the repercussions it has on the team or on others.
- Establishes and maintains good working relationships with colleagues, is accessible and listens to others.
- Cooperates with the team and supports decisions made.
- Demonstrates a predisposition to work with others and gives help when asked.
- Acknowledges there are common goals as well as individual objectives deriving from the personal plan of action.
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