Secretary

MSF Spain is looking for a skilled Secretary in Hebron to help us in performing secretarial administrative activities according to the instructions of the supervisor and MSF rules and protocols to ensure efficient administrative support to MSF office staff.

We expect you to share our humanitarian values to offer assistance to people based on need and irrespective of race, religion, gender or political affiliation. In MSF we treat our beneficiaries with dignity, and with respect for their cultural and religious beliefs.

Accountabilities:

In weekly basis she will prepare the agenda for psychiatrist day, confirming with the beneficiaries and Mental Health (MH) professionals about the best hours and the frequency to schedule the patients each week.

• Receive and give timely information to those who attend the Consultation Room (CR).
• Manage the petty cash box in the CR.
• Make the transportation subsidy payment that MSF provides to patients, according to predefined standards .
• Make photocopies to deliver to the patients regarding different medical files, forms or certificates; collecting the signature by the beneficiary to verify that the document was correctly received.
• Provide general information and refer all non-routine information to supervisor.
• Keep the reception premises neat and tidy in the CR.
• Keep updated stock of hospitality, stationary and any required items needed in the CR.
• Prepare the logistics request for the CR needs.
• Follow up on administartive documents that need to be signed by MSF team.
• File and archive documents when needed.
• In case of medical emergency in the CR to call the medical responsible and the emergency service.
• In case of security incident to call the Field Coodinator (FC) or the responsible of security at project level.
• In the morning – in charge of opening the CR and in the afternoon in charge of checking the spaces in the CR are closed, lights are turned off, and closing the CR in case he/she is the last to leave.
• Report to Admin or Log. Manager in case support is needed in the CR.

When need it be responsible for the telephone associated with the Helpline Service, answering calls and:

• Providing clear information about MSF services, presence, and MH interventions.
• Sharing information about external services according with the needs of the person who is calling.
• Reporting immediately the urgent cases to the Emergency psychologist and to MHAM.
• Perform any other clerical duties.

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Education

Secondary education and secretarial related studies.

Experience

• Desirable working experience of two years in similar jobs, related with attention to MH/or humanitarian beneficiaries.

Languages                      

Essential: Arabic and English.

Knowledge 

• Essential: knowledge of word, excel and internet

Competencies

• • Results and Quality Orientation
  • Teamwork and Cooperation
  • Behavioural Flexibility
  • Comitment to MSF Principles

Conditions

We require all applicants to write a cover letter containing an introduction of yourself, explaining why you are applying for the position, and explaining why you think you are suitable for the position. Failure of submitting this letter would make the application invalid and the application would not be considered.

All documents of application must be in English.

Please submit your CV and a cover letter including aforementioned instructions in English 

Secretary 

The deadline for application is 17/11/2024.

Only short-listed candidates will be contacted for technical test and interview.

All the steps of the recruitment will be done in ENGLISH