Administrative Assistant
ABOUT THE ICRC
The International Committee of the Red Cross (ICRC) works worldwide to provide humanitarian assistance to people affected by conflict and armed violence. We act 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 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 OF THE POST
In direct liaison with the protection Coordinator, Administrative Assistant provides support within the protection department in secretarial and administrative tasks, S/he will supports in the preparation of external and internal conferences, meetings, seminars, workshops etc. the Administrative Assistant Distributes and/or delivers mail, Receives and prepares mail pouches/ bordereau for the field, Ad-hoc translation support, Occasionally and upon request of the Regional Resources Network for Near and Middle East, and supports the PFL regional team in the planning and organization of the yearly RFL Regional Movement Meeting.
MAIN ACCOUNTABILITIES AND RESPONSIBILITIES
- Information Management
- Ensures proper filing and organization of the Team Space in line with the set structure
- Reviews outgoing communication is aligned with given ICRC protocol
- Ensures updated email distribution lists and PROT planning documents in case of HR turn-over
- Manages the protection department’s contact data base, by adding, updating, or deleting contacts upon requests
- Requests and follows-ups on business cards for new team members
- Replies to court letters
- Issues attestation of detention (AoD)
- Establishes lists upon requests
- Provides briefings to newcomers on the use of IM tools (TS, internally used tools and excel sheets, STM – for Tracing team members, correspondence protocol)
- Receiving phone calls and visitors
- Receives and answers phone calls related to protection as first line responder, in line with given speaking points.
- Dispatches phone calls/enquiries to the respective protection units, if they require more technical guidance
- Receives visitors and guides them to the respective unit
- Keeps statistics on phone calls/enquiries/visitors
- Prot Assistance Support
- Creates and follows-up on SR requests for the PROT department
- Supports in the management of the EcoSec Program Management tool (EPMT)
- Managing Protection dissemination material
- Acts as focal point for the department’s field production book by requesting, compiling e dissemination material
- Manages the stock of the Prot dissemination material and promo items
- Follows-up with the Communication department on the procurement of requested material/publication
- Record Keeping and filing
- Prints and files appropriately all incoming and outgoing correspondence of institutional and operational value
- Creates new files appropriately labelled
PROFESSIONAL EXPERINCE AND EDUCATION REQUIRED
- University degree in related field
- Fluent command of English and Arabic (oral and written)
- Computer proficiency
- Mastery office tools and at least basic knowledge of IM systems and applications.
Interested to join? Apply now! The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates.
Also, equally qualified candidates with disability are encouraged to apply.
Please Note: "The position will be filled once we find the right candidate and the post is open for Jordanian nationals"
ICRC does not charge a fee nor request any favors at any stage of the recruitment process. If the candidate is asked for any fee or service against our Code of Conduct, he/she must report to code_of_conduct@icrc.org or https://icrc.integrityplatform.org/
“Kindly be informed that the ICRC manages recruitment through the third party and doesn’t keep the files of applicants. For more information please consult the ICRC Rules on personal data protections available here.”
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