Administrative Assistant 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, based in Addis Ababa Standard function description: Performs administrative duties (including filing, drafting correspondence, basic reporting, scheduling etc…) for both Prevention and Communication departments Assists the two departments in running support or operational activities To contribute (or follow up) to the implementation / running of specific projects independently (upon request) Supports the Prevention and Communication departments in the inter-delegation communication & information exchange Represents the Prevention and Communication departments in the inter-delegation meetings (upon request) Specific Activities Administration and Logistic Duties Maintain updated knowledge of the general situation of Prevention and Communication Department programs Assists Prevention and Communication teams in handling administrative matters (including filing, drafting of correspondence, basic reporting, scheduling etc). Maintain a thorough and updated understanding of Prevention and Communication Departments’ administrative and logistic procedures, templates and deadlines. In coordination with program responsibles, support the Prevention and Communication team members in the organization of various events in the field and ADD (including hall rent, booking of rooms, preparation of attendance and payment sheets) Assists the Prevention and Communication teams in the preparation of SR’s and OD’s Support Prevention and Communication team members in the organizations of field trips, including travel requests and bookings Assists in the management of Communication store and distribution of publications and promotional items. Manage the department stationary needs, including printers resources; Assists Prevention & Communication teams in other administrative duties and when necessary replaces them during their absence Edit all official correspondence from the departments so as to match the ICRC’ standard Provides other secretarial support to the Prevention & Communication teams Finance Management Duties Keep copies of all receipts once ready for financial settlement; Handle payments and ensure proper financial settlement; Together with Prevention and Communication team members, follow-up the financial status of the programs and any additional event organized, or task signed. Maintain a record of expenditures and share with heads of Prevention and Communication monthly. Based on financial reports shared by Finance/Admin and in collaboration with Prevention and Communication team, check all payments and settlement of bills are done on timely bases with all the required standard and information In consultation with Prevention and Communication team, consolidates and submits monthly cash requests to Finance In consultation with Prevention and Communication heads and program responsibles, reply to finance related requests from Finance/admin, including comments from Manila Information Management and filing Organize and maintain the departments' filing according to ‘Prevention and Communication internal guidelines. As an IM relay for the Prevention and Communication units, ensure that IM rules, procedures and tools are known by the team, and that essential information produced by the department is qualitatively captured in ICRC approved system. Act as Focal point for the management of the departments’ team space in SharePoint; Share, with Prevention and Communication heads, news items and analyses that have relevance to ICRC engagement with public authorities, military and police. Adjust/develop the structure of the team space in close coordination with Prevention and Communication heads; Responsible for the creation and/or modification of SharePoint doc sets; Keep up to date data bases Record the reception of official letters addressed to the departments, ensure their internal distribution, and record the replies; Contacts with interlocutors and service providers Maintain the list of the departments’ interlocutors updated together with a record of the contacts made by the institution (official invitations, promotional documentation and material, event celebrations); Job Requirements Minimum required knowledge & experience: Diploma/Bachelor Degree or equivalent higher education degree in socio-economic development, program management, administration / finance, secretarial Science/Office management Minimum 3 years of experience in similar position in a humanitarian area Experience within the RC/RC Movement (especially ICRC) an asset Excellent English and Amharic skills. Knowledge of another local language an asset Excellent computer skills Demonstrates skills in representing the ICRC and a good knowledge of ICRC mandate Demonstrates organizational & time-managing skills Driving License Grade 3; Succeeded in ICRC Driving test. How to Apply Alternatively, you can submit application & CV with copies of relevant documents in person to the ICRC Delegation in Addis Ababa (Around Megenagna, in front of EIAR, around Egziabher ab church OR, send to the ICRC Delegation Addis Ababa, Human Resources Department, P.O.Box 5701, Addis Ababa. Closing date: September 25, 2019 Women applicants and persons with disabilities are highly encouraged to apply. Please note that only short-listed candidates will be contacted at all stages of the selection process.