The Administrative Assistant assists with the implementation of project activities by providing administrative, receptionist and logistical support to project staff and short-term consultants. He or she provides all secretarial and logistical assistance, maintains efficient office operations, including management of office phone lines, faxes, proper management, filing of documents, reports and resources, coordinates meeting/event logistics, and supports technical staff with logistical support as needed. He or she ensures that designated tasks are carried out to accomplishment and information is disseminated as expected.
Specific Responsibilities
1. Manage the Front Office Desk by receiving, logging and directing all incoming and phone calls, faxes, mails, correspondence and visitors to the MSH Benin office as appropriate, and to ensure that the reception desk is staffed at all times for security purposes.
2. Act as the key administrative support staff person on specific field-based activities and assist the Office Manager in these functions.
3. Compose general correspondence, schedules and memoranda as needed.
4. Develop, maintain and update contact numbers and address of all staff, partners and stakeholders.
5. Assist in setting up a database to set up a filing system for tracking administrative documentation and other country office documents identified by the Office Manager.
6. Assist with the typing of papers, proposal reports, tables and other written work generated by staff.
7. Participate in the preparation of project reports (e.g. quarterly and annual reports) and country specific reports (e.g. progress reports). This may include formatting, producing, and distributing reports.
8. Contribute to the collection and management of country-specific information, and work with the appropriate staff to ensure that programmatic documents are included in physical and electronic library as appropriate.
9. Orient and brief consultants and new staff members regarding MSH field office and procedures.
10. In collaboration with Finance & Operations Unit, coordinate logistics for workshop activities, including participant travel and lodging, materials preparation, financial and logistical arrangements and other administrative support. Contribute to the preparation of workshop agenda and any necessary technical materials. Coordinate correspondence with participants before and after completion of workshop.
11. Make and coordinate all travel and hotel arrangements related to field program activities, for consultants and field staff. Ensure that all travel arrangements are in compliance with USG regulations and procedures. Provide general support to team members and consultants when traveling.
12. Conduct and/or support any special projects, meetings, reports and other duties as assigned.
13. Supervise office cleaning and organize general office cleaning from the appointed cleaning company.
14. Perform other related duties as assigned.
Qualifications
1. Two-year diploma with minimum of five years’ experience as an executive secretary or equivalent combination of education and experience, or five years’ secretarial experience plus minimum of three to five years’ relevant office experience with word processing and technical/scientific typing experience required.
2. Demonstrated effective typing skills using a computer required.
3. Working knowledge of PBX or similar telephone system and standard office equipment, fax and photocopier.
4. Demonstrated experience using Microsoft Office Suite applications, including Excel, Word, and PowerPoint preferred. Proficiency in technical/scientific typing preferred.
5. Ability to resolve simple problem situations. Be a tactful and effective communicator, both orally and in writing. The ability to deal with persons of diverse cultures.
6. Ability to understand and interpret policies and procedures, as well as the ability to apply them with consistency in a variety of circumstances.
7. Ability to organize and effectively process and maintain records and files.
8. Ability to function independently and carry out routine responsibilities with minimal supervision.
9. Discreet in the judgment and management of confidential matters, materials and sensitive issues.
10. Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment, and to meet deadlines with attention to detail and quality.
11. Verbal and written language skills in English required.
12. Proficiency in grammar, spelling, and proofreading, and demonstrated ability to pay attention to detail.
13. Experience working with USG-funded projects preferred.
Background Information
Management Sciences for Health (MSH) saves lives and improves health, especially among the world’s poorest and most vulnerable people, by closing the gap between knowledge and action in public health. Working from more than 30 country offices and our Arlington, Virginia and Cambridge, Massachusetts home offices, our staff from 65 nations is highly regarded for its technical expertise, integrity, and commitment to making a lasting difference in health.
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.
Notes
To apply for this position, please see the instructions below.
