SECRETARY

Perform secretarial administrative activities according to the instructions of the supervisor and

• Arrange and confirm appointments, keep a diary of absences and meetings
• Maintain a call register (incoming and outgoing) informing the individuals about the calls received during his/her absence.
• Take and prepare minutes of meetings.
• Manage all incoming /outgoing mail/packages/faxes, ensuring a proper registration and delivery to internal or external recipients.
• Monitor the person in charge of the mail and check the receipts, as well as the courier company and perform billing for services rendered.
• Manage office stationary supply and place orders on time to avoid running out of stock.
• Supervise the printing of copies and binding of documents.
• If the absence of a receptionist, welcome guests and visitors, ensuring that the reception area is in good, clean condition
• Inform supervisors in the case of any incident / problem.
• Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.
• Regularly update the notice board with staff arrival/departure schedules.
• Support the Facility Manager with the administrative tasks of the Utility bills
• Support with booking of Absolute taxi , verificication of taxi vourchers/invoices for both Uber & Absolute
• Receive all repair requests from MSF houses and forward them to the specialized technician.
• Receive monthly replenishment orders from MSF houses and ensure timely submission to supply department.
• Prepare and execute timely quarterly orders for hygiene supplies for the office and MSF houses.
• Manage monthly inventory controls for office supplies, ensuring accurate tracking and reporting of stock usage.
• Oversee the timely replenishment of water and gas supplies for the MSF office and houses.
• Support admin transit in coordinating briefing/debriefing for IMS on start and end of their mission.
• Support Admin transit in preparation and distribution of welcome package.
• Support Admin transit with accommodation/hotel bookings.
• Any other duty as may be assigned by the supervisor.

Qualifications

• Diploma in Administration -
• At least one year in similar position
• Desirable working experience of two years in similar jobs
• Experience worked with MSF or other NGOs
• Essential mission working language English and Kiswahili- Excellent Oral and Written Communication
• Computer literacy –
• Results.
• Teamwork.
• Flexibility.
• Commitment.
• Service.
• Cultural

How to Apply

If you meet the above requirements, please apply through the link attaching your CV & motivation letter as a single file by 26th May 2026 under the subject "SECRETARY". The detailed advertisement and application portal can be accessed via the following link: https://ko-hr.kenya.msf.org/jobs