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Administrative Assistant 1

Published on 05.12.2022

Company

Website : https://www.icrc.org/en
Industries : Not available
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The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission... read more

Job Ad & Profile Description

Position : Administrative Assistant 1

Purpose

Administrative Assistant 1 provides secretarial and/or administrative support

Functional Responsibilities

  • Acts as the base manager of the ICRC Base (Administration, Premises, Logistic, Airops);
  • Supervises the Guard Team Leader, Helper and Driver-Light Vehicles. 
  • Provides support in accordance with Administration standards, ICRC rules, financial procedures and regulations.
  • Updates and retrieves data in/from specialized tools and databases.
  • Creates and maintains paper and/or electronic files up to date.
  • Follow-up on specific processes.
  • Drafts and finalizes correspondence, bordereaux, internal presentations, meeting minutes and other documents, shares information among users.
  • Updates the timeline, tables and charts, schedule and other tools and ensures invoices are followed up on.
  • Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences.
  • Carries out secretarial tasks such as making photocopies, destroying documents and managing stationary stocks.
  • Applies information-management instructions and ensures compliance with procedures.
  • Manages daily administration and finance tasks in coordination with administration working advances opening and clearance, bills, safe, cash count, purchasing and reporting;
  • Manages his own working advance according to the procedures (payment, justifications, etc.). May manage petty cash of up to the equivalent of CHF 3'000 per month as per ICRC accounting/safety procedures;
  • Prepares and sends requests (Supply requests) accordingly to needs to the base (consumables, furniture, etc.);
  • Manages and ensures the good management of the administration stock (kitchen items, premises items, stationary, etc.);
  • Welcomes and arranges accommodations for ICRC staff and external contracted staff;
  • Ensure that the premises are kept clean and ready for visitors;
  • Manages, ensures, reports and propose solutions regarding the state of the infrastructure of the base and its furniture (I.E. generators, rooms, kitchen, offices, sleeping quarters).
  • Keeps an updated inventory of the premise’s items.
  • Supervises the adequate use of the fleet (Land Cruisers, generators, boats);
  • Ensures that the vehicles are refueled properly.
  • Ensures with driver light vehicles that proper reporting and inventory are submitted to logistic department regularly and on request.
  • Manages daily Airops tasks in coordination with BRX Log and Airops. This includes notifying authorities of incoming flights the day before, verifying security and giving security/weather updates to Radio Room on the day of the flights.
Required profile for job ad : Administrative Assistant 1

Certification/education required

  • High school diploma or equivalent training.
  • Excellent command of English
  • Knowledge of Murle is an Asset
  • Computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes

Professional experience required

  • Two years' experience in a secretarial position.

Application instructions;

Applicants are requested to create an account online in the e-recruitment system via https://www.southsudanjob.com  before applying

Please submit online Applications through E-Recruitment System or Hard copy Applications to ICRC Pibor Field Office until Friday, 9th December 2022 at 5:00 PM to the attention of the HR Manager.  

A one-page Cover Letter and CV of no more than 2 pages, in English should be provided to support your application.

ICRC does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination.

All selected candidates will be subject to rigorous reference and background checks.

All applications will be treated with the strictest confidence.

Job criteria for job ad : Administrative Assistant 1
Job category :
Secretarial work, assistantship
Industries :
Secretarial work
Employment type :
Fixed-term contract
Region :
Bor
City : Pibor
Experience level :
2 to 5 years
Educational level :
HND
Spoken language :
englishfluent
Number of Position(s) : 1
Be cautious! Do not send money to a potential employer. Do not pay any money for a potential contract of employment or for pre-employment training.
Please report any irregularities by using the candidate contact form and selecting the subject "Report a job ad".

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