Assistant, Front Desk & Administration

International Medical Corps

Job Summary

The Assistant, Front Desk and Administration provides support to the Washington D.C. Headquarters office by acting as the main point of contact for staff and visitors. The person will interface with building management and procure supplies to maintain the office. This position will support the D.C. senior leadership team with occasional administrative tasks and assist with training data updates.

Main Tasks and Responsibilities

  • Maintain coverage of the front desk by answering phones in the reception area at all times
  • Greet visitors and direct them to meetings, etc.
  • Implements COVID-19 protocols for staff visits to the office; this includes supporting the Condeco App administration
  • Maintain and update the office extension list as needed
  • Maintain reception and kitchen areas on a daily basis
  • Coordinate D.C. facilities’ maintenance (i.e. repairs, aesthetic integrity, etc.) by interfacing with building management and/or vendors to resolve issues
  • Maintain updated records of the status of contracts and payments for the D.C. facilities, utilities and other services contracted by the D.C. office
  • Procure supplies for the D.C. office using the International Medical Corps procurement system • Provide light occasional administrative support to members of the senior leadership team in D.C., such as printing, copying, scheduling meeting rooms, etc.
  • Send out and track all outgoing Powers of Attorney
  • Fulfill catering orders when requested
  • Update the MAST (Mandatory All Staff Training) tracker by updating completion records, emailing users and cross-functional teams, and reporting on status via email or reports Coordinate D.C. events in collaboration with the Senior HR Assistant

Perform other duties as assigned. abilities and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

Minimum Requirements

  • Typically, a Bachelor’s degree is preferred. Equivalent combination of relevant education and experience may be substituted as appropriate;
  • Typically, 1+ years’ experience in the area of administrative support, customer service and/or facilities maintenance
  • Strong written and verbal communication skills
  • Strong customer service orientation
  • Positive, highly professional, mission-driven attitude
  • PC skills with Microsoft Word, PowerPoint, Excel
  • Ability to discreetly handle confidential information
  • Ability to juggle multiple projects and priorities in a fast-paced environment
  • Experience and/or interest in working with a global audience
  • Fluency in English is required

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.

How to apply

https://internationalmedicalcorps.hua.hrsmart.com/hr/ats/Posting/view/699


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