Position Title: Office Services Intern Department: DHR/Office Services Reports to: Office Services Manager Supervises: N/A Type: Paid Intern – 20hrs Prepared by: Davien O Nelson Approved by: Date Revised: 12 July 2016
I. OBJECTIVE: Provide administrative support to Office Services team; provide backup to front desk staff as required; provide research to maintain and update resources manual, while gaining practical experience in various aspects of office support and management.
Doctors Without Borders/Médecins Sans Frontières (MSF) is a leading international, independent, medical, humanitarian organization, dedicated to providing medical humanitarian assistance to vulnerable populations in times of conflict or disaster.
The office services team which comprises the Office Services Manager, an admin assistant, and (part time) receptionist, serves an office of over 160 staff, including interns and volunteers.
Among the duties of the OS Intern are the following:
? Provide reception relief to the front desk staff. This includes answering and routing phone calls as necessary; accepting & signing for packages/mail, welcome visitors, update calendars and other front desk duties as required; ? Provide administrative support to office services team in the form of supply/mail distribution, monthly inventories, light maintenance and facility upkeep; ? Conduct research to maintain and update front desk resources manual; ? Creating and maintaining OS files; ? Conduct and maintain inventories for office asset management; ? Assist in maintenance of printer & copier supplies; ? Assist in maintenance of kitchen supplies; ? Assist in set-up and breakdown of conference rooms for events. ?
III. SKILLS: Qualified candidates: ? Should have excellent interpersonal, written, and phone communication skills; ? Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals, and floor plans ? Should be adaptable and be able to work autonomously; ? Should have the ability to perform light maintenance duties (climb ladders, change lightbulbs, assemble furniture, hang whiteboards, etc); lift up to 30lbs; ? Command of Microsoft Office Suite and Outlook applications; ? Ability to conduct online research.
? Ability to deal with problems involving a few concrete variables in standardized situations; ? Ability to read and comprehend simple instructions, short correspondence, and memos; ? Ability to write simple correspondence; ? Basic computer literacy, including ability to use word processing and spreadsheet software and to search the internet; ? Ability to effectively present information to visitors, vendors, donors, and other employees of the organization; ? Ability to handle a large volume of calls, visitors and emails; ? Ability to screen incoming calls and visitors with discretion and judgment. Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
Qualified applicants are invited to submit cover letter and resumes. Resumes without cover letters will not be reviewed. No phone calls please.