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 Nekemte.

Terms of Employment: 1 year fixed term contract with possibility of extension based on budget availability

PURPOSE 

Administrative Assistant 1 provides complex Secretarial and/or Administrative support.

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 at all times
• 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 Economic Security team field missions

• Timely raise SRs, compiles SRs and ensures they are executed until delivery.
• Maintain CDP on regular basis
• Maintain internal MSR for the record purpose
• Ensures all paperwork for donation certificates and reconciliation (distribution tracking procedures) are completed.
• Assists field staffs in handling their working advances.
• Regularly update statistics (internal-EPMT and external-5Ws) and transmits accordingly.
• Assists in organizing and maintaining beneficiary feedback and complains mechanisms.

Support to Health team 

• Provides admin support on specific projects/files or activities.
• Acts as the focal person for any financial matters (working advance, monthly forecast, cash for referral)
• Ensure supporting documents are complete and duly approved before any opening or closing payment.
• Updates and retrieves data in/from specialized health tools and databases (ETH Data Tool Overview of Health Activities, ETH Health Facilities Support, Impresst for SRs, Medical distribution plan follow up…)
• Creates and/or maintains paper or electronic files up to date (FTRs, SRs, Donation Certificate, Reconciliation, Goods Reception confirmation, Correspondences…)

Office Management Duties 

• Contributes actively to the flow of information.
• In the absence of EcoSec or Health team members, liaises between external or internal interlocutors and team members.
• Follows-up appointments with interlocutors whenever required.
• Key referent to EcoSec and Health teams filing of documents both in hard and soft copy. Organizes the classification and filing of documents.
• Maintains and regularly updates the Team Space.
• Organizes internal Ecosec/Health meetings and trainings in .

Cooperation with other Department

• Assures good collaboration with all departments, in particular with Chancellery, Welcome services and Logistics.
• Keeps up-to-date about activities of other departments to ensure EcoSec is synergic.
• Provides to other departments updates on EcoSec activities, implemented and planned, through weekly operational highlights and monthly programme planning.
• Provides support to other departments when necessary.

ADDITIONAL DUTIES

• Follows up on all work-related messages and correspondence with the relevant contacts and departments
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position
• Collects and shares information so as to improve the ICRC’s understanding of the environment and humanitarian trends and responses
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image
• Takes responsibility for their own professional learning and development
• Occasionally participates in a field visit where administrative support is required.