Administrative Assistant 1

VACANCY ANNOUNCEMENT

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: https://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 1 based in Addis Ababa.

Terms of Employment: Fixed term contract until December 2024 with possibility of extension based on budget availability.

GENERAL DUTIES

Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement

Understands and adheres to the ICRC Code of Conduct

Understands the roles of the components of the International Red Cross and Red Crescent Movement

Respects and observes staff regulations and security rules in Ethiopia

Represents the ICRC in a professional manner at all times

Develops and maintains a pleasant and conducive working environment with colleagues and line managers

Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC

May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

ACCOUNTABILITIES AND RESPONSIBILITIES

Support to the management:

Under the supervision of the Executive Assistant & IM Officer:

Manages inside and outside contacts by means of ICRC-supplied tools. Supervises the updating of other units' contacts. Maintains an active professional network of use to the ICRC.

Manages the appointments and organizes meetings both between ICRC officials and with outside contacts. Deals with all logistical aspects involved.

Shares and files documents for the management. Creates electronic and paper files for the management, feed them with relevant documents and closes them. Put them into boxes at the end of each period and keeps an updated inventory.

Receives or supervises the reception of visitors having appointments with the management and helps to organize receptions and other events at which protocol must be observed.

Carries out and supervises secretarial tasks (filling, photocopying, mailing, correspondence with Geneva and with sub-sites, ordering supplies, etc.)

Upon request, updates the organization charts and lists used in the delegation or ensures that it is done by the unit in charge for.

Participates in the organization of visits by donors and other major figures.

Organises briefing for new-comers and debriefing for outgoing delegates.

Information management:

Under the supervision of the Executive Assistant & IM Officer:

Ensures that all electronic documents sent to the delegation teambox and all paper document received is shared with concerned staff members.

Updates general information in the reference tools (databases or others).

Ensure that users know about the intranet's features.

Act as account manager.

Is the relay of policies/guidelines/directives from the SDT_IM division.

Ensures that users understand the need for changes and supports these changes.

Explains, applies and ensures application of the procedures for intermediary archiving of electronic and paper documents; shoulders responsibility for the application of intermediary archiving procedures within the delegation and ensures their processing; ensures compliance with the rules on archive preservation (storage room).

Briefs systematically all new staff on information management and organizes regular training or information sessions

Training and support Areas of expertise (correspondence, ICRC protocol, use of standard computer technology, document security and compliance with visual identity rules)

Under the supervision of the Executive Assistant & IM Officer:

Briefs systematically all new staff on above-mentioned subjects, trains regularly all users and ensures compliance with rules and procedures.

Trains the unit and sub-site(s) assistants (or any other person in charge) and supervises them in the application of related procedures.

Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; proposes solutions in cases of contradiction between the rules and local practices; ensures that all correspondence concerned by these rules that leaves the delegation is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation.

Keeps her knowledge and skills up to date on standard computer technology (e-mail, information-sharing, records-management, intranet, etc.), Informs users on new information management tools.

Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.

Makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules.

Replace the Receptionist when she is absent:

Under the supervision of the Executive Assistant & IM Officer:

Receives visitors and manage visitors badges

Answers and redirect incoming calls, take messages

Updates delegation phone list

Manages incoming and outgoing professional mails (bordereau)

Registers all incoming mails from external contacts

ADDITIONAL DUTIES

Ensures the follow up of all messages and correspondence related to the work, in relation with the concerned interlocutors and/or departments;

Is aware of the delegations objectives and has a good knowledge of the Movement and other interlocutors relevant to the position;

Collects and shares information so as to improve the ICRCs understanding of the environment, humanitarian trends and responses when relevant;

Represents the ICRC in an appropriate way during activities, meetings and in the field and avoids any activity that may reflect negatively on the ICRCs image;

Takes responsibility of own professional learning and development;

University degree or professional diploma

3 years work experience in a similar field

Fluent in written and spoken English

Very Good computer skills

Capacity to apply ICRC rules and procedure