The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance. For more information, visit website: http://www.icrc.org/. The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated and qualified person to fill the position of:
Administrative Assistant
ACCOUNTABILITIES AND RESPONSIBILITIES
SPECIFIC ACTIVITIES
Logistic and Administration
Maintain an updated knowledge of the general situation of the WATHAB (Water and Habitat Department’s program (technical and financial implementation rate, etc.).
Maintain a thorough and updated knowledge of WatHab (Water and Habitat Department), Administrative and Logistic procedures, templates and deadlines. Assist WH team members in applying those procedures.
Support the WatHab team in the preparation of SR’s and OD’s
Support WH team members in the organizations of field trips, including travel requests and bookings
In coordination with authorities, support the WatHab team in the organization of workshops and trainings
Finance
Follow-up all payments with administration and logistics;
Based on monthly expenditure reports shared by Admin and in collaboration with the WatHab team, check all entries and ensure projects’ direct cost under WPA and financial follow-up sheet are up to date
Following consultation with WatHab team, consolidates and submits monthly cash requests to Finance
Reply to all requests for additional information from admin, including comments from Manila, in consultation with WH delegates and engineers
Information Management and filing
Organize and maintain the department's filing according to WatHab internal guidelines.
Focal point for the management of the department team space in SharePoint;
Adjust/develop the structure of the team space in close coordination with WatHab Co;
Responsible for the creation and/or modification of SharePoint doc sets;
Keep up to date databases
Record the reception of official letters addressed to the department, ensure their internal distribution, and record the replies;
Edit all official correspondence from the department so to match the ICRC’ visual identity.
Reporting
Consolidate and submit monthly planning to Cooperation
Consolidate and submit to WOR
Submit facts and figures to Communication;
Support the elaboration of WatHab (Wather and Habitat Department) Technical Reports;
Support the GIS officer in reviewing the consistency of WPA projects reports. Whenever necessary, adjust and/or update WPA projects in close coordination with project managers;
Contacts with interlocutors and service providers
Maintain the list of the department’ contractors updated, together with the performance assessments from WH engineers, WPA, ROs and POs;
Other office duties
Manage the department stationary needs, including printers resources;
Manage WatHab tools and instruments
Upon request of WatHab Project Engineers, assist in translation.
Education, experience and competencies required
Minimum University Diploma in Management or relevant field.
3 years’ minimum experience in the field
Basic Accounting knowledge and experience is an Asset.
Excellent command of English and other local languages an asset.
Computer skills, including Microsoft Office suite, Outlooks.