Administrative Assistant

International Committee of Red Cross

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Purpose

Administrative Assistant 1 provides secretarial and/or administrative support.

Accountabilities & functional responsibilities

Information Management

In close collaboration with GAZ AIMO and IMCO:

• Updates general information in Team Space, JIVE communities and TeamSpace independently.
• Provides regular trainings to all users and IM relays (or any other person in charge) and monitors the effectiveness of their acquired knowledge.
• Briefs newcomers on internal procedures, IM guidelines and practical information.
• Applies Information Management instructions and ensures compliance with procedures.
• Keeps their knowledge and skills up to date on standard computer technology and any emerging thematic related to her function. Informs users on new information management tools.
• Checks in and Out profiles of ICRC staff members.
• In close collaboration with the ILOT IM Team, regularly prepares and shares IM Tips and other IM information and gives support to the ICRC staff members if required.
• Supports implementation of new IM projects, tools and procedures.
• Contributes to producing tools adapted to the unit s needs.
• Supports in updating the communication and IM guidelines within the site.
• Supports in updating groups for Gaza
• Supports Focal points and users in training.
• Makes sure that all the ICRC stationery complies with the applicable visual identity rules.
• Makes sure that proper procedures for protection/use/storage of sensitive office supplies (ICRC Stamps, seals, letterhead stationery) exist and are complied with.

Support to Management

In close collaboration with GAZ AIMO and GAZ Management:

• Supports in preparing meetings, setting up rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
• Initiates verbal notes, commercial and diplomatic letters when required and acts as focal point for ICRC protocol (providing trainings, proofreading letters from the departments).
• Assists drafting and finalizes correspondences, internal presentations, minutes of meetings, receives and prepares checklist for pouch and other documents.
• Carries out secretarial tasks (photocopying, scanning and filing).
• Supports AIMO and GAZ Management and/or visitors (HQ or other sites) with practical information and preparation of visit agenda, etc., and supports in the logistical details in coordination with the other respective units.
• Supports, as needed, GAZ AIMO in making appointments for management with internal and external interlocutors.
• Assists with organizing internal workshops, seminars and training sessions.

Administrative Duties

Independently and in close collaboration with GAZ AIMO:

• Supports the organization of briefings and debriefings for all new staff, resident and mobile in GAZ delegation.
• Supports in attribution of messages from the mailbox to the concerned staff

Additional Duties

• Is the backup in case of absence of GAZ AIMO and supports remotely other team members within the IM department for general support.

GENERAL AWARENESS AND TREATMENT OF INFORMATION

• Is sensitive and aware of the socio-political situation.
• Processes and follows-up all incoming information.
• Follows up of daily news/information.
• Registers and treats information (general and specific) with confidentiality and accuracy.

Relationships

• Internally, interacts with staff within the delegation or headquarters.
• Externally, interacts with commercial providers.