EXTERNAL 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 2 (12 months fixed term Contract) based in Addis Ababa.

PURPOSE

The Administrative Assistant 2 provides complex secretarial and administrative support to the Protection Department in Addis Abeba.

GENERAL DUTIES

• Understands and adheres to the 7 Fundamental Principles of the Red Cross/Red Crescent Movement;
• Understands and adheres to the ICRC Code of Conduct;
• Understands the three components of the Red Cross/Red Crescent Movement;
• Respects and observes staff regulations and security rules at all times;
• Represents the ICRC in a professional manner at all time;
• 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 duties and tasks not covered in this job description as well as to provide support to other departments when necessary.

ACCOUNTABILITIES AND RESPONSIBILITIES

Support to the Management of the Protection Department.

• Independently carries out complex secretarial tasks, such as drafting and finalizing correspondence, internal presentations, minutes of meeting and other documents, as well as filing, photocopying.
• Arranges and follows up external meetings with interlocutors.
• Prepares for internal meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences.
• Assists with organizing seminars, training sessions and workshops; liaises with internal and external contacts and service providers related to their work and follows up on expenses.
• Establishes briefing programs/arrangement of all material (PC, IM access, etc) and orders business cards for newcomers in PROT.
• In charge of processing incoming protection Bordereaux: crosschecking its contents, stamping the dates, ensuring distribution, and reporting any sequence break.
• In charge to preparing outgoing protection Bordereaux: establishing the bordereau, coordinating with the reception/express mail companies when required, and conducting follow-up
• In charge of processing incoming protection Bordereaux: crosschecking its contents, stamping the dates, ensuring distribution, and reporting any sequence break
• Manages the binders for the bordereau IN and OUT and for the Chrono IN and OUT
• Contributes to producing tools adapted to their unit’s needs such as for example regularly updating the organigram using ‘Visio’, updating of the training plan and updating the absentee Protection planning sheet list.

Information management

• Applies information management (IM) instructions and ensures IM compliance with procedures, guidelines and rules.
• Gives support and/or trains colleagues in the Protection unit on IM tools when needed.
• Shares relevant information, such as updates and reminders, about IM amongst users in the protection department.
• Keeps files up-to-date and ensures that records (paper and electronic) are managed properly, based on the Institutional Filing Plan.
• Gives support to the Protection team on the archiving of paper documents.
• Keeps his-her knowledge and skills up to date on standard computer technology and on some main IM tools (Team Space, Outlook, Skype for Business, Teams, STMs, etc).

Management of office supplies /dissemination material and publications  

• Keeps a record of the stock of office supplies and dissemination material and makes necessary orders.
• Liaises with COM on the order of publications of relevance for the protection department (field production book).

Focal point interaction between Logistics and Protection

• Compiles the monthly contribution from Protection file holders for the collaborative demand planning.
• Trains, assists and oversees protection staff in raising SR and to confirm reception.
• Focal point for distribution tracking
• Follows up on eventual dead stock

Financial Responsibilities

• Manages petty cash for PCP assistance to vulnerable persons in ADD.
• Keep up to date transportation cost list

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

Job Requirements

• University degree in business administration, Management or similar field.
• 5 years confirmed practical experience in finance, management or human resources, including at least 1 year in financial accounting/controlling and Logistics.
• Very good command of Amharic and English.
• Expert level in computer skills
• Driving license (manual transmission) is an asset
• Skilled in the following competencies: Leadership, Accountability, People management, Team work & Collaboration, Representing the ICRC, Beneficiary & Client focused.

How to Apply

Interested candidates should apply using THIS LINK

Note: 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.