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 for the position of Administrative Assistant 1 based in Hawassa.
Terms of Employment: 1 year fixed term contract with possibility of extension based on budget availability
PURPOSE
Administrative Assistant 1 is responsible for the integrity of financial and analytical accounting and for reporting from the field. S/he oversees all financial resources and administrative activities, such as management of premises, maintenance, and staff travel in the AoR, and acts as Human Resources relay.
Responsible for logistics of Hawassa Office, including fleet management, handling of fuel and generator, travel permits, transport and dispatch and supervision of fleet staff, towards the efficient support of operations in the AoR.
RELATIONSHIPS
Internally, interacts with Admin and Logistic colleagues of Sub delegation and Delegation and with all staff members on administration related matters.
Externally, interacts with a network of contacts at local level such as bank representatives, suppliers, service providers, under the supervision of the HoO.
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
Always respects and observes staff regulations and security rules.
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.
Duties and Responsibilities
Responsible for the General Administration of the office, under the guidance of Nekemte - Admin Department in various matters, including planning, organization, control information exchange, networking, and negotiation for the administrative tasks.
Finances
Plays the role of cashier in Hawassa office, works with petty cash in his/her safe, ensures that all relevant documents are complete before payment; does a daily cash control.
Handles the sub-delegation’s cash disbursements and payments (by cash, check or bank transfer), including working advances.
Carries out daily cash count and reconciliation.
Participates in cash-flow management, ensuring sufficient liquidity. Handles cash replenishment from the bank.
Ensures respect for financial procedures and guidelines and explains to “client”.
Prepares and follows-up bank payments, cash collection, performs payments in cash against validated invoices and signed vouchers, reconciles balances, carries out daily cash count and reconciliation.
Prepares and sends the accounting transactions to Nekemte on a regular basis to enter them into the system and shares the relevant documents for monthly closing.
Premises
Supervises and maintains up to standards all premises, organizing constructions when necessary, following up on the passive security and other general problems.
Watches for deadlines on the payments of the leases and updates the Premises List accordingly.
Maintains contacts with landlords and participates in negotiations of agreements.
Seeks solution to over consumption of water, electricity, gas, cleaning products and coffee break in the ICRC premises (residences, office, and workshop).
Is responsible for the admin stocks (furniture, cleaning products, some IT, etc) as well as field kit items.
Welcome
Is responsible for welcome services in Hawassa office and the preparations to receive visitors from other offices or delegations.
Organizes welcome files, business cards, briefing programmes and tours of the office for new arrivals.
Organizes the Welcome side of events/meetings/seminars, coordinating with parties concerned and with the support of Admin team in Nekemte.
LOG RESPONSIBILITIES
Fleet management
Ensures the optimal planning and allocation of vehicles under his supervision according to requests.
Ensures the organization of refueling of the fleet as needed, by choosing the place of filling (service station).
Tracks and records fuel consumption in FWC and reports any anomalies due to consumption.
Transmits the schedules for each period to all departments by means of a Lotus Notes/Outlook message.
Closely monitors the condition of vehicles and reports any malfunction to the VFM or LSM in NEK for the planning of maintenance interventions (curative and preventive);
Report the need for minor repairs on vehicles and generators.
Researches, compares, and proposes alternative transport solutions (taxis, shuttles) to the use of ICRC vehicles.
Drivers’ Supervision and Management
Assigns tasks to drivers and tracks their execution.
Provides briefing to drivers and users on the use of vehicles, the rules in force at delegation level as well as local rules.
Ensures that the rules of safety and use of vehicles are followed by all users.
Maintains communication with drivers by transmitting technical and administrative information to them, organizing meetings as needed.
Ensures that daily checks are carried out and vehicles are washed by drivers.
Manages the planning of field missions, in an equitable manner and in accordance with the various modalities required by the organization and in cooperation with the relevant departments of the delegation.
Debriefs the drivers on their return from the field, focusing on the safety of the trip, the geographical areas crossed, the problems encountered. Reports any important information to his/her hierarchy or to the management of the sub-delegation as soon as possible.
Maintains contact with drivers during field missions.
Administrative and Archiving Files
Ensures that administrative records of vehicles are up-to-date and well-retained.
Ensures that all modules of the FWC tool under his/her responsibility are up to date.
Ensures that all driver assignments are up to date in FWC's "Dispatch Management" module and closes them at the end of each assignment.
Ensures proper archiving of vehicle files in accordance with the rules in force at the ICRC.
Ensures proper archiving of Bin Cards and LogBooks.
Provides up-to-date statistics and other reports of logistics operations at all times.
Ensures that administrative tasks are completed in a timely manner.
Purchasing of Goods
Analyzes ODs/OPs and prepares contracts, if necessary, for all items and services to be purchased.
Submits ODs/OPs for validation in IRIS/JDE by ensuring that all supporting documents are available on Sharepoint and ensures that ODs/OPs and contracts are signed and stamped by suppliers.
Develops a clear delivery and payment strategy for large purchases when necessary.
Ensures that PO files with all required documents are always up to date.
In case of small purchases, makes visits to the local market with the aim of buying products that meet the quality criteria and at the best price.
Confirms the Supplier's receipt of OP/OD and contract as well as their acceptance of the contractual terms and conditions.
Receipt of items, quality and quantity control and complaints
Monitors the schedule of deliveries of goods and services and ensures that deliveries are made in accordance with contractual clauses.
Communicates, upstream and well in advance, with clients to prepare the beneficiaries for the reception of assistance in HAWASSA AoR.
Ensures that all contractual conditions have been met in terms of quality and quantity.
Handles quality/quantity complaints with suppliers in accordance with the specifications listed on the ODs or POs and contracts.
Human Resources
Under the guidance and supervision of Addis Ababa HR department, S/He acts as HR Relay in carrying out HR administrative work and updating documents for delivering HR services, in line with the ICRC’s and delegation’s policies and the applicable laws and regulations.
Supervises housekeeping staff, follows up all maintenance of premises, and supervises team of security guards.
Supervises all drivers of the ICRC Hawassa office.
Explains and ensures administrative guidelines and procedures are respected.
Assists other departments in administrative procedures when needed.
Job Requirements
University degree in business administration, finance/accounting or human resources, or hospitality management.
Diploma in accounting / internal audit an asset.
3 years confirmed practical experience preferably in finance and management or human resources, including at least 1 year in financial accounting/controlling.
Sound knowledge of accounting software.
Experience in humanitarian logistics an asset.
Experience in an international working environment, abroad or with an international organization/development agency.
Fluent command of spoken and written English and Afan Oromo, spoken.
Computer literacy.
Flexibility to travel for work temporarily to other ICRC sites
Skilled in the following competencies: Leadership, Accountability, People management, Teamwork & Collaboration, Beneficiary and Client focus.
How to Apply
Applicants shall submit their electronic CVs and cover letter through THIS LINK Alternatively, you can submit application & CV with copies of relevant documents in person to the ICRC Hawassa Office.
Women applicants and persons with disabilities are highly encouraged to apply.
The ICRC has zero tolerance for fraud, sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. Therefore, ICRC Ethiopia will maintain the right to conduct background and reference checks on the final candidate who accepts a conditional offer to this position. All ICRC staff should uphold the standards of ICRC’s Code of Conduct.
Please note that only short-listed candidates will be contacted at all stages of the selection process.
The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates.
