Assistant, Country Office Front Desk & Administration at International Medical Corps

Job Summary:

• This position is responsible for providing front desk and general administrative support.
• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

Main Tasks and Responsibilities

• Answer the telephone and take messages for an office or a department, and also to receive and manage visitors to the office.
• Send and receive faxes and emails from/to field sites.
• Perform photocopy work when required.
• Posting and updating  of compliance posters in relevant locations
• Providing support in organizing seminars, workshops, and other office events.
• Maintain archiving system of physical and electronic office administrative files.
• Assist in maintaining the needed signatures and follow-ups of the contractual agreements for both employees and consultants 
• Support the HR unit regarding the signatures through the DocuSign system 
• Assist staff with administrative and security related protocols
• Coordinating with logistics/fleet management for staff business trips. 
• Ensuring specific offices are services with necessary supplies 
• Oversight for office/guesthouse cleaning staff 
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

Minimum Requirements

• Typically, a Diploma in related area. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, one year or more of office and/or administrative workplace experience such as Front Desk & Admin support  
• Previous experience with International Medical Corps is a plus
• Emotional maturity and agility in working in a fast-paced environment 
• Excellent Interpersonal and communication skills
• Patience, perseverance, proactive, self-motivated and ability to work in stressful environment
• Ability to take initiative, and willingness to take on new responsibilities
• High degree of professionalism and strong work ethic
• Ability to prioritize work and multi-task in a fast- paced environment with shifting priorities
• Capacity to work both independently and as a member of a team.
• Ability to meet schedules and deadlines of the work area.
• Fluency in written and spoken language as required
• Computer literacy with demonstrated experience in utilization of databases and Microsoft Office