Administrative Assistant

Purpose
Administrative Assistant 1 provides secretarial and/or administrative support.

Functional Responsibilities

Secretarial Duties:

• In charge of preparing/sending/receiving the pouch (GVA, NAI, ADD and other delegations)
• Distributes incoming letters to concerned staff (confidential documents are shared with the main assistant for distribution).
• Dispatch of outgoing mail and updates the record in the Collaborative Space
• Updates staff contact List in the Collaborative Space
• At the request of and under the supervision of the EAIMO, provides secretarial support to specific projects/files like drafting routine correspondence and ensure that the Protocol is well respected
• Responsible for logistics arrangement for management’s meetings/professional reception/lunch/dinner
• Handles the secretarial duties for the department and management and ensures proper dispatch with confidentiality and accuracy (filing, photocopying, binding, mailing, preparing folder labels for the filing cabinet)
• Organises the dispatch of the greeting cards to interlocutors in coordination with the EAIMO
• Registers incoming mail in Collaborative Space and its attribution to concerned units (for action/info)
• Ensures acknowledgement of receipt of outgoing correspondence (signature in the outgoing mails Registration book).
• At the request of the EAIMO, follows up external meeting appointments and logistical arrangement of the HoD/DHoD
• Organises debriefing of departing delegates as per internal procedures under the supervision of EAIMO
• Participates in the preparation of seminars or workshops upon request (photocopy, mailing lists)
• Translate simple documents where necessary

Reception and Switchboard Duties / Office Organization

• Provides reception/switchboard services by proper screening of telephone calls and routing them accordingly
• Welcoming visitors, informs concerned persons/departments and guide the visitors/new staff to concerned units
• Ensures that all incoming paper mails are logged and distributed to the concerned staff and follows up on the response
• Ensures that the newspaper and magazine subscriptions are well managed and received timely
• Checks and validates external courier billing statements and forwards them to the Finance department for payment

• Ensures switchboard lines are functioning properly at all lines, co-ordinates with ICT and Radio Room when problems occur
• Check that paper is available in the photocopy machines and all printers within the building

Stock / Supply Management

• Responsible for follow-up of stationary stock (Juba), prepares requisition orders (together with logistics department) when necessary and ensures adequate supply.
• In charge of the stationery and office supplies stock of the delegation and ensure to order timely and do the follow ups
• Makes sure that the letterhead stationery, business cards and envelopes comply with the applicable visual identity rules
• Manages and distributes ICRC letterhead paper and envelopes
• Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with

 IM and Support

• Carries out Information management support in archiving & other IM tasks independently during the Administrative Assistant 2 absence to ensure the smooth running of the department.
  
  • Prepares briefing programs of new arrivals
  • Distributes mail from the Mailbox
• Provides training on ICRC tools (Teamspace, Contacts DB and STM)
• Responsible for managing the Contacts database and organigram for all units/sites in collaboration with the IM focal points

Support to the management (during the absence of the Administrative Assistant 2)

• Organizes meetings upon request and deals with all logistical aspects involved. Manage Calendars upon request.
• Writes formal and informal correspondence in English for the signature of the management. Prepares files on specific themes upon request.
• Compiles and finalizes regular reports.
• Updates the contacts database from the business cards shared by management

Certification/education required

• University Degree in a related field or equivalent is an asset
• 3-5 years’ experience in administration, office or service management, client or public relations, or in a field related to the work of the department
• Excellent command in English and/or Arabic
• Computer knowledge including Microsoft Office suite and SharePoint
• Skilled in the following competencies: Adapting & Learning; Teamwork; Planning, Organization & Assessment; Communication (Ability to express views and ideas); Representing the ICRC

Application instructions.

Applicants are requested to create an account online in the e-recruitment system via https://www.southsudanjob.com  before applying
All applications must be submitted online through E-Recruitment System until Tuesday, 27^th March 2023 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.
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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.
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