Facilities & Office Services Coordinator

About MSF-USA | Doctors Without Borders

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization providing medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries. We were formed in France in 1971 as an association by a group of doctors and journalists to go to emergency situations and to treat patients with dignity while bearing witness independently of geopolitical boundaries. MSF is now a global movement of more than 25 MSF organizations, working in over 70 countries. We cooperate as an international, independent, medical humanitarian association that offers medical assistance to populations in distress, victims of natural or manmade disasters, and civilian victims of armed conflict, without discrimination and irrespective of race, religion, age, gender/sex, national or ethnic origin, color, disability, sexual orientation, genetic information, or political affiliation and provides assistance to the population in distress and intervenes worldwide. MSF staff also “bear witness” by speaking out about our work and what is experienced on the ground, not only to draw the world’s attention to crises, but to stand in solidarity with our patients and colleagues who are experiencing these emergencies firsthand.

We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s social mission.

About the Procurement & Facilities Services Department

The Procurement & Facilities Services department provides an array of services to MSF-USA.  In Procurement, the department procures goods and services, and provides RFP, contract and vendor selection oversight.  The department maintains the office in superior working condition, provides office supplies, mail distribution and meeting assistance.  The department also is responsible for booking travel for HQ staff, works with FHR booking staff, maintains the travel policy and provides training on the Online Booking Travel tool.

About the Project

The Facilities & Office Services Coordinator is responsible for efficiently operating and maintaining the varied functions of the front desk including, but not limited to operating a multi-line telephone system, greeting guests, maintaining conference room calendar, managing incoming and outgoing mail and deliveries (UPS, USPS, FedEx, couriers, etc.), stocking café and office supplies, upholding the appearance of all common areas, and supporting all other Office Services functions as required.

The Coordinator also provides back up support to the Procurement & Facilities Services Coordinator with handling travel bookings, onboarding of staff in the new online booking tool and working with staff and the travel agency with any travel related request or problem.

The Coordinator is also responsible for regular maintenance tasks such as changing of filters and strainers, hanging of pictures, and minor repairs.  This position requires availability to work a flexible full-time schedule between 8:00 am and 6:00 pm.

ROLES SPECIFIC ACCOUNTABILITIES 

Daily Activities & Responsibilities 

Office Management

*Efficiently and effectively rout/reply to all incoming calls and inquiries by

• answering, determining purpose, and forwarding calls to appropriate personnel or department
• responding to callers when appropriate with knowledge of MSF as an organization, and ability to refer callers to specific portions of the website and to outside organizations when appropriate while always maintaining a positive, helpful, and empathic tone
• handling a large volume of calls with discretion and good judgment
• coordinating with donor services and the development team regarding donor callers
• coordinating with the communications dept. regarding organizational responses to crises and statements that are to be made to the public because of natural disasters, man-made conflicts, epidemics/endemics, malnutrition, and general lack of access to health care
• managing the program inquiries mailbox, forwarding messages to appropriate parties as well as updating, editing and maintaining the general response templates

*Provide a welcoming experience to all staff, interns, volunteers, vendors, and volunteers by

• Keeping a well-kept and inviting reception area
• Acknowledging visitors, determining the nature of their visit and connecting them with the appropriate person
• Coordinating with the office volunteer coordinator regarding daily and long-term volunteers and their reporting procedures
• Providing office tours to new hires and special guests which include the proper use of cafe` appliances, where to retrieve office supplies, and locations of bathrooms and emergency/fire exits

*Manage conference rooms by

• overseeing the shared office-wide calendars for any double bookings or discrepancies
• assisting staff with room reservations as well as resolving scheduling questions, conflicts, and disputes
• completing staff requests for room set-up, supplies, support, and/or catering
• assisting with simple AV requests, such as connecting laptops for presentation

*Maintain adequate office and café supplies by

• taking weekly inventory
• requisitioning supplies as needed
• restocking when supplies arrive

*Maintain an efficient, safe and comfortable office space by

• quickly responding to all staff requests via Zendesk
• allowing only authorized people entry to the office
• Monitor office security system and software and respond according to MSF Emergency Preparedness and Response Plan
• providing on-site first aid response within the parameters of Red Cross certification
• making temperature adjustments via the BMS
• communicating with the cleaning staff about any issues that require their attention
• performing daily inspections of all public areas and correcting and or documenting necessary adjustments or repair
• performing light maintenance duties as needed

*Perform other miscellaneous tasks such as

• coordinate, schedule, and maintain logs and receipts for the office’s courier service
• maintain office contact list as well as the out of office calendar
• Retrieve and route incoming faxes

Facilities

• Respond to staff complaints of facility repair.  Diagnose if it can be fixed or if outside vendor is needed
• Coordinate with building staff regarding facility maintenance, security, and emergencies
• Assist with moving boxes, furniture, and packing or unpacking of stored off-site materials
• Directly work with outside vendors as they perform their work; helping and possibly learning how to perform the repair in the future
• Responsible for identifying, accessing, disassembly, diagnosing, and fixing lighting, appliances, furniture, equipment, doors and windows
• Manages warranty information, service history, repairs, parts, and contact information for all facility lighting, appliances, plumbing, furniture, equipment, doors, and windows

Travel

• Assist with booking travel for HQ staff as per travel policy and working with the Online Booking Tool (OBT) or directly with the Travel Management Company (TMC)
• Responsible for creating travel reports within the TMC reporting tool.  Provides analysis, recommendations, and data that can be used to make improvements and changes
• Follows and collects the CO2 emissions data that will influence MSF-USA’s environmental policies
• Monitors the duty of care TMC tool that will inform any decisions about staff safety while traveling

Who You Are

• Commitment to the work of MSF-USA and Our Social Mission
• Interest in humanitarian sector and Non-Profits
• Knowledge of Microsoft Office is required
• Must be pro-active, self-directed, detail-oriented and organized, as well as work independently in a virtual setting. Curious and creative approach to problem solving.
• Ability to interact professionally with multiple and diverse cross- departmental stakeholders

Background Preferred

DESIRED QUALIFICATIONS & EXPERIENCE 

• Minimum three years related work experience; Associate degree highly preferred or equivalent combination of education and experience.  Familiarity with the work of MSF highly preferred
• Strong interpersonal and communication skills, including ability to create a welcoming presence for our visitors and staff
• Demonstrated ability to screen incoming calls and visitors with discretion and judgment
• Ability to read, interpret, and comprehend documents such as floor plans, safety rules, procedure manuals, etc.
• Working knowledge and skills to diagnose and repair facility lighting, appliances, plumbing, furniture, equipment, doors, and windows
• Familiarity with booking travel.  Working with a travel management company and travelers
• Attention to detail and problem-solving skills
• Ability to work independently, with a team, and with a high volume of work
• Basic computer literacy, including the ability to use word processing, email and spreadsheet software
• Basic knowledge and ability to handle tools and make simple repairs
• Ability to lift and carry up to and including 50lbs., sit, stand, kneel, and climb ladders and stairs

We offer a generous comprehensive benefits package inclusive of Wellness initiatives to support a healthy work life balance

Please note that this position is located in our New York City , NY office headquarters.  This position is an on-site five days a week position. 

No phone calls or emails please. Only shortlisted candidates will be contacted 

Please note that neither relocation assistance nor visa sponsorship will be offered for this position

Application Deadline:  Open Until Filled

Your Safety Matters: Vaccination and booster against COVID-19 is a requirement at MSF - USA. 

Equal Employment Opportunity and Non-Discrimination

MSF-USA is committed to building a diverse, unbiased, and inclusive workforce. MSF- USA is an equal opportunity employer; we recruit, hire, train, promote, develop, and provide other conditions of employment without regard to a person’s gender identity or expression, sexual orientation, race, religion, age, national origin, disability, marital status, pregnancy status, veteran status, genetic information, or any other differences consistent with applicable laws. This includes providing reasonable accommodation for disabilities, or religious beliefs and practices. Members of communities historically underrepresented in the Humanitarian Aid sector are encouraged to apply. 

If you have a disability of some kind and are interested in applying for employment and need special accommodations to use our website to apply for a position, please contact Human Resources by emailing us: employment.msfusa@newyork.msf.org.

Reasonable accommodation requests are considered on a case-by-case basis. 

Type

HQ  

Pay Class & Contract Type

Regular FT Hourly Nonexempt 

Compensation

Starting salary $37.75 to $40.02 (commensurate with experience)

Working Time (Hours Per Week)

35