Administrative Assistant

الوصف الوظيفي

Founded in 1993, Médecins du Monde Switzerland is a medical association of international solidarity that is part of the Médecins du Monde network. We provide sustainable access to health care for people in vulnerable situations in Switzerland and around the world.

WE PROVIDE CARE

For nearly 30 years, we have been working to ensure that the right to health is effective for all, without financial, social, cultural, or geographical barriers. We collaborate with civil society organizations and local authorities to implement projects in Switzerland and around the world.

WE BEAR WITNESS

We call up on and accompany regional, national, and international authorities to facilitate access to healthcare and promote respect for human rights. We advocate with decision makers to change things in a sustainable way.

MdM Switzerland, has been working in the occupied Palestinian territory (oPt) since 1994 in the sector of Mental Health and Psychosocial Support (MHPSS), implementing emergency and development interventions, focusing on victim of occupation-related violence, children and detention, suicide prevention and management, strengthen of access to mental health cares at national and community level, and advocacy initiative.

YOUR MISSION

To support the Administration department with one or more technical aspects of its work (administrative management, HR) while applying defined procedures and rules.

To ensure day-to-day implementation, follow-up and administrative management of cases.

YOUR ACTIVITIES

Implement admin routine activities.
Apply admin instructions, protocols, procedures and deadlines.
Save and archive admin documents.
Write and/or translate documents, memos, reports and letters.
Participate in drafting departmental activity reports.
Translate documents, formal letters, MOUs and formal agreements from English into Arabic and vice versa.
Composes routine correspondence and performs a variety of administrative functions which include but are not limited to typing, word processing, drafting routine correspondence, and transcribing.

Follow up the health insurance procedures and correspondences (reimbursements, additions, cancellation.)

Scanning documents and sending the scanned copies to requesters, particularly for the coordination office, contracts, and daily administrative tasks.
Files all documents/scanned copies as needed and keeps filing system maintained.

Collect and process time sheets.
Create and update physical personnel files and update the personnel database.
Contribute to recruitment (publish offers, send invitations to interviews, compile candidate applications, plan inductions, etc.).
Monitor and keep track of employee leave and absences.
Take part in the preparation of travel schedules.
Contribute to monitoring contracts (end of trial period, changes to contracts, etc.)
Collect and communicate information required to establish the payroll (leave, overtime, salary advances, etc.) and post-payroll payments (reporting to social agencies, tax authorities, etc.)
Print and distribute pay slips.

General Administration

Travel management (booking air travel, hotels, visas, etc.)

Manage office supplies.
Provide reception duties and refer visitors.
Update contact lists

متطلبات الوظيفة

Academic and Working Experience:

B.A degree in Business Administration, or relevant fields.
+2 Years of Experience in similar position
Experience with MdM is a plus.
Having excellent command of English.
Hard-working, willing to learn new things, and having can-do-attitude.
Detail-oriented, and well-organized.
Honest, enthusiastic, and self-motivated.
Pro-active and creative.

Other Requirements/Skills

Strong ability to use Microsoft Office Pack (Excel, Word, etc) and SharePoint
Identify, analyse and summarise important information to be reported and other information in the relevant area.
Design and check information in the relevant field
Organise and prioritise activities.
Use a filing and archiving method.
Draft notes, documents and reports relating to the relevant field.
Work in a team.
Master the language of the coordination (English, Arabic)
Adapt behaviors to the target audience.
Proactively engage with supervisor, and key staff.
Proactively engage on a regular basis with supervisors/Support coordinator, to seek advice where needed.