AT01600
SECRETARIO
Nivel 3
Responsabilidad Jerárquica
HR Administration Manager
Responsabilidad Funciónal
HR Administration Manager
Área Profesional
RH & FIN
Objetivo Principal
Realizar actividades administrativas de secretaría de acuerdo con las instrucciones del supervisor y las normas y protocolos de MSF para asegurar un apoyo administrativo eficiente al personal de la oficina de MSF.
Responsabilidades
- Escribir y/o verificar cartas oficiales, informes y otros documentos relacionados con la Misión
- Organizar y confirmar las citas, mantener al día un diario de ausencias, reuniones y días festivos.
- Mantener un registro de llamadas (entrantes y salientes) e informar a quien corresponda de las llamadas recibidas durante su ausencia.
- Tomar y preparar las actas de las reuniones.
- Gestionar todos los correos/paquetes/faxes entrantes/salientes, asegurando un registro y entrega adecuados a los destinatarios internos o externos.
- Hacer el seguimiento de la persona encargada del correo y comprobar los recibos, así como de la empresa de mensajería, y realizar la facturación de los servicios prestados.
- Gestionar el suministro de material de oficina y hacer los pedidos a tiempo para evitar quedarse sin existencias.
- Supervisar la impresión y encuadernación de documentos.
- En caso de ausencia de recepcionista, dar la bienvenida a los invitados y visitantes, asegurándose de que la zona de recepción esté en buenas condiciones de limpieza.
- Informar a los supervisores en caso de cualquier incidente/problema.
- Ayudar en la organización de eventos internos y externos (reuniones, presentaciones, etc.) en el envío de invitaciones, la contratación del catering, la organización del alojamiento, etc.
Formación
Educación secundaria y estudios relacionados con el secretariado
Experiencia
Experiencia laboral deseable de dos años en trabajos similares
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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