Administrative Assistant 1

The International Committee of the Red Cross (ICRC) is a neutral and independent international humanitarian organization, which assists and protects victims of armed conflicts and other situations of violence. The ICRC is currently looking for staff for its support operations in Iraq.

Job Title: Administrative Assistant 1

Level: B1

Duty Station: Iraq – Nasiriyah

Reports to: Basrah Field Team Leader

Duration of Contract: One-year fixed term contract (with the possibility of renewal to an open-ended contract where performance and competencies are key to be selected for further contractual continuity)

Date of Issue: 05 September 2022

Deadline for applications: 19 September 2022

Objective:

Under the direct supervision of the Basra/Nasiriyah Field Team Leader (FTL) and with the functional support of the Najaf Sub-Delegation Finance and Administrative Manager, the Administrative Assistant ensures proper maintenance and functioning of ICRC’s premises and equipment in Nasiriyah and performs the needed office and administrative tasks as required. The Administrative Assistant is the focal point for staff and visitors on the administrative aspects.

Key Responsibilities:

• In charge of, the accounts of the sub-structure; may be asked to contribute to preparing the annual budget/monthly forecast and risk reporting, cost-control, and analysis of budget deviations;
• Regularly assesses the financial situation (including treasury) of the sub-structure;
• Withdraws, manages, and closes the working advance used for small routine payments and ensures proper cash and invoices management in line with ICRC’s financial rules;
• Collects accounting documents from the field;
• Oversees day-to-day maintenance of offices and residential premises; maintains an appropriate security set-up, including safe accommodation for all staff;
• Supports the Field Team Leader in establishing (and updating) the Risk Assessment for the delegation/structure, focusing on risks related to real estate and finance. Implements and monitors risk-mitigation measures in his/her area of responsibility, in close liaison with technical departments;
• Assesses the implementation and identifies corrective measures of passive security and contingency measures within ICRC premises in Nasiriyah and identifies any corrective actions to be taken, according to ICRC premises safety and security minimum requirements;
• Supervises the refueling process of ICRC vehicles and generators and ensures monitoring of the logbook;
• Supervises the operation and maintenance of ICRC generators and reports any problem to Najaf Sub-Delegation;
• Supervises the work of the security guards and makes sure they are working according to the standard operating procedures (SoP) (visitors and vehicles, maintaining the security log books, etc..);
• Establishes a weekly duty roster for the guards and ensures the respect of the annual leave and working hour;
• Supervises the housekeeper and ensures that the office and guesthouse premises are cleaned in a way to respect safety and hygiene standards as well as cost-efficient procedures.

Education and Professional Experience required:

• High school diploma or equivalent training
• 2 to 3 years experience in an administrative or similar positions
• Excellent command of Arabic and very good in English
• Very good Computer skills, including Microsoft Office suite