Administrative Assistant 1

JOB VACANCY

EXTERNAL / INTERNAL

VACANCY: Programme Administrative Assistant

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 operations in Iraq.

ICRC offers:

• By joining our organization, you will have an opportunity to practice your profession in stimulating, complex, and sometimes challenging environments, where your work can really make a difference.
• You will work with colleagues from various fields of expertise in a cross-cutting manner to help victims of conflict and other situations of violence. You will be dealing with humanitarian situations that require experience, resourcefulness, and innovation to achieve the best possible impact.
• You will work for the oldest major international humanitarian organization in the world, adding to your sense of achievement in alleviating the suffering of people and communities and giving you the chance to promote humanitarian values in these turbulent times
• You will benefit from a competitive employment package, including different possibilities for career and personal development. You will take part in an onboarding course and follow continuous training, to build your career within the ICRC and beyond.
• Competitive compensation package, a monthly salary with benefits including (13th salary, international retirement saving plan, final gratuity, medical coverage, life insurance, mobility allowance, and social security scheme).

Job Title: Administrative Assistant 1

Level: B1

Duty Station: Iraq – Mosul Sub-Delegation (Physical Rehabilitation Programme Center)

Reports to: PRP Delegate

Duration of Contract: 7 months fixed term contract (with a possibility to extend one month)

Date of Issue: 05.09.2022

Deadline for applications: 18.09.2022

Objective:

To ensure the work of the Physical Rehabilitation Programme department is managed efficiently and effectively in line with established guidelines. The administrate assistant will provide secretarial and administrative support to the Physical Rehabilitation programme including the PRP manager, national assistant, and education project manager. He/she will help to ensure the smooth running of the programme by liaising with all PRP teams, other ICRC departments, and external interlocutors. Some travel may be required to support the PRP projects.

Main duties and responsibilities:

The incumbent will undertake the following responsibilities under the direct supervision of the ICRC Physical Rehabilitation Programme Manager in Baghdad:

• Data collection and database updating from specialized tools.
• Creates and maintains paper and electronic files up-to-date.
• Follows up on specific PRP programme processes.
• Drafts, translates, and finalizes correspondence, bordereaux, internal presentations, meeting minutes, and other documents, shares information among users.
• Updates the timeline, tables and charts, schedules, and other tools.
• Ensures invoices and logistics processes are followed up on.
• Prepares for meetings and workshops by organizing participant travel arrangements with relevant departments, setting up rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
• Carries out secretarial tasks such as making photocopies, archiving files, and managing stationery stocks.
• Applies information-management instructions and ensures compliance with procedures.
• Understands the ICRC physical rehabilitation programme objectives and is able to communicate them to interlocutors and beneficiaries.
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC.
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.

Qualifications & Preferred Skills

Education and Professional Experience required:

• High School diploma or equivalent.
• 2 years experience in secretarial/administration position.
• Awareness of the disability sector is an asset.
• Excellent knowledge of written and spoken Arabic and English.
• Computer skills including Microsoft suite – Word, Excel, PowerPoint, and Outlook. Database management is an asset.

Key Competencies:

• Follows all relevant procedures, processes, and policies.
• Sense of responsibility and initiative.