We are looking for an experienced and rigorous Office Clerk to join our Administrative and Financial Department at HUIR. 

Main mission: The office clerk is responsible for receiving, registering, distributing, and sending mail and administrative documents.

The clerk ensures the traceability, diffusion, and conservation of incoming and outgoing documents of the structure.

Responsibilities :

Incoming mail management
• Receive postal mail and invoices.
• Register mail in the dedicated register or software (scanning, indexing, filing).
• Identify recipients and ensure internal distribution.
• Ensure compliance with validation procedures.

Outgoing mail management
• Collect mail from departments.
• Verify the compliance of shipments (signature, attachments, addresses).
• Register outgoing mail and ensure its dispatch (post, courier, official email).
• Keep corresponding registers up to date.

Reception and information
• Receive documents submitted in person (requests, files, forms).
• Forward information or files to the relevant departments.

Filing and archiving
• File and archive documents in accordance with internal procedures.
• Participate in the preparation of transfers to archives.
• Ensure the confidentiality and security of documents.

Required skills :

Knowledge :
• Knowledge of administrative procedures and correspondence rules.
• Proficiency in office tools (Word, Excel, Outlook) and mail management software.
• Basic knowledge of filing and archiving.

Skills :
• Efficiently register, sort, and distribute documents.
• Respect transmission deadlines and internal procedures.
• Greet and inform with courtesy and professionalism.

Attitude :
• Thoroughness, discretion, organizational skills.
• Team spirit and public service orientation.
• Responsiveness and autonomy.

Desired profile :
• Bac+2 or 3 or equivalent (secretarial, administrative management).
• More than 5 years of experience desired in a similar role.
• Good appearance and interpersonal skills.