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 (9 months fixed term contract), based in Mekelle.

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

• Supports the implementation of programs in Awash Hospital, with special focus on administrative tasks, supply chain processes and the adequate functioning of the supporting departments, hence administration, logistics, stores (drugs, supplies, equipment, oxygen, blood and non-medical items), pharmacy, kitchen, laundry, Infection Prevention and Control (IPC), general and biomedical maintenance and security departments.

• Independently drafts and finalizes internal presentations, meeting minutes and other documents, shares information among users.

• Assists with organizing meetings, seminars, training sessions and workshops; liaises with internal and external contacts and service providers related to their work and follows up on expenses.

• Produces statistics and updates data using specialized tools.

• Ensures invoices are followed up on, contributing in the development of new tools per area when required.

• Independently carries out complex secretarial tasks.

 Main Responsibilities under the supervision of the Hospital Project Manager

• The Administrative Assistant reports to the Hospital Project Manager. S/he covers specific agreed activities of the HPM during her/his absences and keeps a strong working relation with the counterparts in Awash Hospital and the Mobile Surgical Team (MST).

Assesses the administrative and technical needs of the departments and suggests appropriate solutions.

• Maintains a high level of cooperation and coordination with the Finance Administration Department (FAD) / Logistic Department / Human Resource (HR) Department of Mekelle Sub-Delegation.

• Coordinates, between the HPM and the FAD for administrative aspects of activities that involve the Ethiopian Red Cross Society (ERCS), other volunteers and daily workers.

• Is able to relate to all levels of health and non-health workers within the hospital.

Admin & Finance Management

• Supports in the reporting of clinical and administrative activities through ICRC standardized tools.

• Performs departmental assessments, proposing action points according to the internal capacity of the project.

• Monitors expenses and budget together with the HPM.

• Forecasts cash needs in cooperation with the HPM.

• Monitors the incentive list and attendance sheet if any, following up with Finance department for the payment; ensures signature completion on sticker, delivery notes and other financial documents before submitting to Finance department.

• Daily reconciliation of treasury statement according to the ICRC chart account.

• Regularly updates the contact list, Memorandums of Understanding and other documents in Team Space, ensuring a proper folder organization in coordination with ICRC ADD Administrative Assistant.

Supply Management

• Oversees the medical and non-medical supply management until its transfer to Awash Hospital stores, monitoring and coordinating the distribution to the supported departments’ pharmacies.

• Ensures that goods are properly offloaded (counts parcel numbers), labeled, stored and reports any issues, ensuring a clean store environment, temperature and cold chain availability.

• Performs regular inventories in the stores and monitors bin and stock cards, as well as expiry dates.

• Prepares supply requests (SR) according to the imprest levels;  can support in the requests per department.

• Issues, registers and monitors SRs, packing lists and donation certificates.

• Follows up quotation request, purchase, delivery, goods confirmation and frame agreement with the Logistic department.

• Gives feedback to the Logistic department about the quality of service and goods provided.

Kitchen, Laundry, General Hygiene and Waste Management

• Supervises the supply of regular and therapeutic food according to ICRC and Awash Hospital agreement; overviews kitchen hygiene and services if required by the level of the Nutritional program engagement (cooking and preparation of meals) and the timely distribution of meals to the patients.

• Supervises the laundry management for the MST scrubs and supported units according to the agreement with Awash Hospital.

• Monitors the adequacy of the provision and consumption of cleaning supplies; oversee the cleanliness of the supported areas, showers and toilets in the clinical areas and ICRC offices in Awash Hospital.

• Promotes waste management and supports the development of safe and efficient measures for its improvement.

Maintenance, security and safety

• Coordinates with ICRC biomedical engineer for the maintenance of installation of devices; interacts with Awash Hospital maintenance and biomedical team when required.

• Regularly monitors the availability of reliable water and electrical secondary/back-up sources.

• Monitors security measures are in place together with the ICRC Generalist, Awash Hospital guards  and HPM, supporting in the development of critical incident reports if required.

• Checks fire extinguisher, smoke detector and other fire measures with the hospital maintenance team regularly.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Communicates and collaborates with the ICRC Medical Surgical Team and Awash teams, including the administration, logisticians, storekeepers, pharmacists, kitchen, laundry, IPC and waste management coordinators, maintenance and security referents, to ensure an optimal coordination of the work and the proper flow of information.

• Coordinates with all the other ICRC departments in Mekelle and in Addis Ababa following the lines of communication accordingly.

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 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 (PMD).

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

Job Requirements

• University degree in business administration, Management or similar field.

• Minimum of 3 years confirmed medical administrative, Logistics  and finance experience

• Very good command of Amharic, English and Tigrigna.

• Expert level in computer skills

• Driving license (manual transmission) is an asset

How to Apply

Submit your application & CV with copies of relevant documents in person to Mekelle Sub delegation

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.