Perform secretarial and administrative activities ( Travel arrangements, correspondence, telephone, writing minutes, documents, mail, photocopies, visitors) according to the instructions of the supervisor and MSF rules and protocols to ensure efficient administrative support to MSF office staff.

MAIN RESPONSIBILITIES AND TASKS

Flight booking and movement

• Books and purchases domestic plane tickets
• Ensure that a format of flight booking is relevant and properly used
• Verify the ticket invoices against the booking record for authorization by line manager for payment
• Be in charge of pick-up and drop-off at the airport in Hawassa in coordination with the Base and Facilities Officer on working days and weekends.
• Ensure that staff traveling through  Hawassa has appropriate documents for traveling in cooperation with the liaison officer.
• Compiles and update the Weekly Movement Table and share it by email and on line
• Ensure fluid communication on all movement related issues between projects sites and the capital. Inform all movements on time.
• Check the passenger movement schedule each day, in order to optimize the dispatching of mail/packages to the field missions and the Coordination .
• Give I.S. and N.S. a movement information (flights, tickets, etc) as necessary.

Other

• Assists in translations, formulations of letters

·         Provides administrative support to recruitment process when needed  (announcement of vacancy, collecting applications, calling candidates, informing the people concerned, etc)

• Centralizes and manages all incoming and outgoing mails : receives files and/or sends all correspondence after giving it a reference number

·         Keeps and manages a small supply of stationery and contact logistics department in time to avoid breaking of stocks.

• Assist Hawasa Base  in any other tasks asigned by line manager

Requirements
Education:  Secondary education essential. Administration, Office Management   or communication related studies desirable.

Experience: Essential previous experience of at least one year in related relevant positions, in MSF or other NGOs.

Languages: Good command of English and Amharic, both written and spoken

Knowledge:

·       Essential, good understanding of the functioning of the different Government bodies.

Excellent computer skills

Competences:

·       Excellent negotiation skills and extensive negotiation experience

·       Capability to work independently

Proven problem-solving skills