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 for the post

The Admin Assistant 2 maintains the administrative, financial, and logistical files of all Water & Habitat (WatHab) Department in the country and produces and shares status reports to intended users. He/She records and maintains the financial and logistical databases, follows progress of project processes, and reports issues on time. In addition, she/he maintains filing and registration of all project documents and reports using ICRC systems and tools. She/he also administers financial expenditures of WatHab projects events, handles resolution of project financial issues in audit reports and coordinates activities of WatHab admin assistants in sub-delegations. The WatHab Admin Assistant 2 will work under the direct supervision of the GIS Data and Analytics Manager, Deputy WatHab Coordinator or WatHab coordinator. 

Standard function description:

• Assists in recording, following and managing financial and logistical tracks of wathab projects in the country.

• Analyzes the progress of initiated process and gives regular updated to intended staffs

• Manages financial expenditures of project related events and works for resolution of financial issues of projects in audit reports

• Prepares and shares reports on time

• Focal person for finance and logistics related issues of the department 

JOB DESCRIPTION – Wathab Admin Assistant 2

1. SPECIFIC ACTIVITIES

• Maintains logistic and administration tasks of the WatHab department that includes updating knowledge about the department, handling and sharing templates and procedures of logistical processes used by the department, follow up of applying the procedures by staff members.

• Maintains database of logistical and other processes of WatHab projects (procurement, shipment, and contracts) in coordination with logistics department

• Supports the WatHab team on creation and validation process of service requests (SRs), preparation and sharing of donation certificates and maintains filing of distribution tracking lists 

• Supports the team members in the department in organization of field trips including travel requests and bookings, and organization of workshops and trainings

• Maintains payment processes of projects in finance and logistics, follow up of updates of all financial expenditures and records in all systems on monthly bases 

• Maintains consolidation of monthly cash forecast of Wathab projects at delegation and substructures and shares to Finance. He/she replies to all requests for additional information from admin, including comments from Manila, in consultation with WatHab delegates and engineers in field offices. 

• Manages creation, structuring, filing, and handling of documents of projects and other files of the department on Team-Space (Share Point) and other platforms. 

• Manages reception and distribution of letters to and from the department based on ICRC guidelines.

• Manages consolidation and distribution of reports of the department such as movements, facts and figures, and technical reports to other departments and external actors. 

• Supports in reviewing consistency of information in WPA (data base for WatHab projects) and other databases as well as editing and updating of the databases.

• Maintains overall information of interlocutors and service providers working with the department 

• Manages stationary, tools and instruments, and documentation services of the department

• Coordinate and support the admin assistants in substructures and ensure works are accomplished to standards of the department 

• Performs other tasks of the department not mentioned in this job description 

2. EXTERNAL RELATIONS  

• Collaborates with all the ICRC departments to collect data and share information an products.

• Initiates and maintains contact with various interlocutors and assures follow-up independently.

• Participate to technical meetings with interlocutors and assures follow-up independently.

• Represents the ICRC with these interlocutors when needed.

• Prepares written Minutes of Meetings.

3. OFFICE ACTIVITIES

a. Reporting

• Prepares regular reports according to schedules 

• Writes field trip reports based on given guidelines

• Writes minutes of workshops and meetings

• Provides contributions to specific reports 

b. Administration – Finance/logistic

• Ensures necessary administrative work is implemented on time

• Knows, applies and complies with all the administrative procedures linked to his work (financial and HR such as appraisals, Time reporting, budget follow up, …etc)

• Keeps files up to date at all times 

• Respects administrative procedures of the ICRC in Ethiopia.

• Manages working advance while going to field missions.

• Follows WatHab-Administration-logistics internal coordination process

c. Staff training – Management (when applicable)

• Support in recruitment and coaching of Administrative Assistant in field structures (Planned for 2023).

• Maintain regular support remotely and by conducting site visit to coach and support WatHab Engineer and Admin Assistants in ICRC field structures.

d. Office - Team supervision (when applicable)

• Develops and maintains a pleasant working atmosphere with colleagues and superiors.

• Participates in internal meeting

e. Interpretation – Translation

• Interprets accurately from English to National language and vice versa during field visits and otherwise, as required.

• Translates documents from English to National language and vice versa as required

• Adapts his/her behavior to various interlocutors

f. Treatment of information

• Registers and treats information (general and specific) accurately and with confidentially

• Maintains regular contacts with NRCS chapters and with other interlocutors (NGO's, associations, etc.) and exchange information as required

4. SUPPORT TO THE DELEGATION (WHEN APPLICABLE)

• Contributes to the analysis of the security, socio-economic, cultural and political environment relevant to the ICRC and share relevant information with colleagues.

• Reports events and changes within the region that could have an impact on ICRC's activities and hence provides sound elements to the Delegation that allow to establish objectives and priorities.

• Advises on culture, politics, general situation and share relevant information related to the contex

5. SUPPORT TO DELEGATE IN CHARGE (WHEN APPLICABLE)

• Advises on culture, politics, general situation and share relevant information related to the context.

• Acts as reference point during delegate's/supervisor's absences.

• Presents synthesis of problematic succinctly and accurately.

6. GENERAL DUTIES

• Understands the three components of the Red Cross/Red Crescent Movement

• Applies the security rules at all times

• Respects and observes staff regulations of the ICRC

• Performs duties and tasks not covered in this job description and provide support to other departments when necessary

Job Requirements

Minimum required knowledge & experience:

• University degree in finance and accounting, data and information management or related field.

• 5 years’ work experience as admin assistant, project finance clerk or management and similar tasks

• Excellent knowledge and proficient use of Microsoft Excel, and other statistical softwares. 

• Good knowledge of data analysis and visualization techniques 

• Fluency in English and good communication skills

• Good behavior to work with people from various cultures and professional backgrounds 

• Readiness and willingness for self-learning and personal developments

How to Apply

Candidates are expected to

 1. First, submit a short online application form through the following link: FORM  THEN

2. Formally apply through ethiojobs, with the usual application documents (CV and cover letter)

NOTE: A CANDIDATE WHO DID NOT SUBMIT

              1. The Online application form and 

              2. Send the CV AND COVER LETTER through CLICK HERE will not be considered for this position.

Closing date: September 02, 2022

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.