Administrative Assistant 1 (WatHab) at ICRC

Plans in co-ordination with the administration and logistics all payments (contractors, suppliers). Checks all documents necessary for payment: invoices, final inspection reports, etc. Follow up payment with administration and logistics;

Career Category:- Program/Project Management
Years of experience:- 0-2 years

· Together with the project manager (WatHab Engineers), follows-up on a monthly basis the financial status of each project (including all contracts or POs signed as well as planned / additional works) and keeps the financial tracking sheet updated;

· Sends weekly financial update to WatHab Coordination unit;

· Carries out secretarial tasks such as making photocopies, destroying documents and managing stationary stocks;

· Applies information management instructions and ensures compliance with procedures;

· Send and receive internal and external messages and mails;

· Preparation/Scanning of documents, minutes of meeting and formats all official external correspondences to the ICRC standards and visual identity;

· Organize all Water and Habitat internal and external meetings and/or trainings;

· Implement filing procedure (paper and electronic) for institutional files;

· Ensure regular backup of institutional files and data drives;

· In charge of Water and Habitat equipment, tools and materials. Establish the list of material and follow up on their attribution;

· After having received documents from the engineers, co-ordinates with concerned parties (WatHab Delegate, Administration, Logistics and/or the contractor) for sending or signature;

· Updates and manages the WatHab Project Assistant (WPA) database, with input from engineer in charge of project and in coordination with the WatHab Delegate and the WatHab Coordinator;Advertisement

· May provide capacity building to engineers on the use of the WPA and provide further technical support

· Writes and translates the correspondence to/from authorities and interlocutors;

· Acts as WatHab focal point regarding liaison with administration department;

· Supervises the weekly planning process of field trips (collect requests and sends for approval);

· Upon request of engineers prepares Supply Requests (SRs) and follow up their status on a daily basis;

· Provides technical support to engineers on all issues related to IRIS;

· Steps down knowledge on the use of IRIS to the engineers;

· Acts as WatHab focal point regarding liaison with logistics department;

· Receives the visitors and contractors, registers and treats/coordinates any information with confidentiality and accuracy;

· Update the lists of interlocutors and contractors regularly;

· Support expatriate delegates with translation;

· Receive and assist Water and Habitat department external visitors;

How to apply

Send Curriculum vitae and contact details of three referees to**

Clearly indicate “ABJ202000158 Administrative Assistant 1(WatHab), YOL” as the subject of your application (Applications intended for this role without this subject will not be treated)

· In the body of the mail, please indicate the following in the format as seen:

· Qualification(s)
· Current location
· Languages you speak
· Years of relevant experience