MSH recrute 01 Assistant aux opérations

Responsibilities

Administration and Operations

Receive and track all deliveries, and ensure that recipients have received and unloaded them
Perform common administrative tasks such as mail preparation, filing
Maintain an up-to-date listing of MSH partners including their various contacts, representatives and focal points
Assist in the management of local office procurement by ordering office supplies, conducting market research, obtaining quotations and ensuring sufficient stock for day-to-day operations
Ensure adequate and timely dissemination of internal and external information and documents to relevant partners
Prepare and manage the calendar and agendas of meetings, internal and with project partners. Communicate agendas prior to the meeting
Assume any other activities that may be assigned in the implementation of project activities
Maintain on a daily basis a system of reminder and follow-up of current or pending activities, calls to be made, requests made from the field in particular.
Serve as a resource person and administrative support for technical activities to be carried out in the field, upon request
Assist the staff in charge of operations in the preparation of activities
Answer phone calls, organize meetings, receive and guide visitors
Keep records of all meetings
Support the team with copying, printing, routine scanning and filing of program, financial and training materials in accordance with MSH practice and procedure

Workshops & Trainings

Provide support with sourcing and reserving training and accommodation venues
Support team with preparing conference and workshop materials, collecting paperwork from participants or filling out forms, attendance reports and training lists in accordance with MSH policy and procedure
Attend workshops when needed to provide administrative, logistical and financial support in accordance with MSH policy

Logistics and Travel

Assist the operations manager in coordinating the travel logistics of MSH staff within and outside the country
Support arrangement of ground transport. Assist with the development of travel itineraries
Track national and international airline ticket purchases; provide visa support; make reservations for transport and accommodation
Prepare letters of invitation and mission orders for national and international staff and for short-term technical assistance (STTA) travel, local consultants and processing of authorizations required for international travel

Job requirements

Bachelor’s degree in Administration and Business Management, Logistics, or an equivalent degree required
A minimum of 1 year of experience in administration in an NGO is required
Knowledge of the programs, regulations, and requirements of U.S. government-funded projects would be an asset

Knowledge and Skills

Analytical skills.
Organizational skills.
Demonstrated ability to work independently and in a team.
Ability to assess priorities and manage a variety of activities in detail.
Strong conceptualization and planning skills,
Excellent professional reputation.
Excellent interpersonal presentation, written and oral,
Excellent skills in intercultural communication and active listening.
Strong understanding of U.S. government regulations and administrative procedures in the implementation of donor-assisted projects would be an asset.
Familiarity with other donors and their requirements would be an asset.
Bilingualism (English-French) would be an asset
Ability to travel within the country up to 20% of working time to support program activities.