The International Committee of the Red Cross (ICRC), based in Geneva, is a humanitarian organization that provides protection and assistance to people affected by armed conflict and other situations of violence. It employs more than 20,000 staff and is present in 80 countries. The ICRC regional Sub-Delegation in Pemba is looking for a suitable candidate to fill the following vacancy: 01 (one) Executive and Admin Assistant.
Context
This position serves both as Executive and Admin Assistant:
- Admin Assistant contributes to implementing, running and monitoring the health programme(s), in cooperation with the health team, according to the objectives set out in the delegation’s annual planning.
- The Assistant & IM Officer provides high-level support to the Management team including, but not limited to, ensuring efficient and timely contact with key institutional interlocutors and donors. S/he keeps contact lists updated, ensures proper information flow and records keeping, along with regular administrative and logistics support to the Management team, including for online and face to face events organization. S/he acts as the site focal point for Information Management.
Job Description
Functional Responsibilities as Admin Assistant:
- Helps in organizing meetings, online contact with interlocutors, booking of meeting room.
- Ensure that internal reports are timely submitted (sitreps, field trips, QTHR, PMT, reports of assessments,).
- Main focal point for the filling and written correspondences with various health authorities after green light from the health coordinator.
- Main focal point for all the Memorandum of understanding and filling in Sharepoint 2019 and appropriate folders.
- Support the health team in all events – seminars, workshop in collaboration with relevant departments (logistic, welcome, …)
- Responsible about all the health department visitors / briefing and the needed demands for computer, access …etc.
- Responsible for health department filling system (SharePoint) within the organization
- Prepare, follow up and disseminate correspondence, memos and forms
- Responsible for the correspondences with high level interlocutors such as MoH responsible, UN health responsibilities, representatives of CVM, health coordinators and representatives of other NGOs, representatives of others relevant local organisations and civil society, in coordination with the Health Coordinator.
- Support the PHC, MHPSS and FA project with all the correspondents.
- Provide the needed support to the Health Coordinator to write and finalize Memos and Memorandum of Understandings
- Constantly archives key documents and updates health activities
- Responsible of filling all the donation certificates in TS and appropriate folders, and doing the needed filling and statistics related to the donations.
- Responsible for filing, archiving, updating, bookkeeping, and timely data entry of all health Department related documents and follow up of distribution tracking, as requested by the hierarchy
- Issue field trip and transportation requests and obtains needed approvals for health team in compliance with security rules and delegation instructions, and support health team in the follow up of WAD opening and closing.
- Undertakes any other task related to the health department/ delegation objectives, upon the request of the health coordinator.
Functional Responsibilities as Executive Assistant:
- Manage and coordinate the flow of information, ensuring the staff understand it and apply the appropriate policies and procedures
- Organise, support and manages the use of collaborative tools in the SD and act as a reference person for IM related
- Drafts and finalizes correspondence, bordereaux, internal presentations, meeting minutes and other documents, shares information among users
- Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences
- Internally, is a point of contact for all staff seeking to contact within PEM Sub Delegation.
- Externally, is a point of contact for anyone seeking to contact the PEM Sub Delegation (by phone, post or email)
- Carries out secretarial tasks such as making photocopies, destroying documents and managing archives
- Review, compiles and validate correspondences with the support of AIMO, presentations for Mgmt., decision making documents and ensure information is shared among users
- Ensure that all new staff are briefed and/trained on IM principles and related topics at the SD level (SD filling, IM tools, records management, use and storage of office supplies)
- With the guidance of the AIMO and the IMCo provides regular trainings to all users and IM relays (or any other person in charge) on specific tools and procedures and monitors the effectiveness of their acquired knowledge.
- Assist the management by updating the timeline, schedule and other tools.
- Ensure that contacts data bases are known and updated for management and other units
- Supervises the use of PEM TeamSpace, ensuring the structure is coherent and well-organized, following existing guidelines in liaison with AIMO
- Acts as Site Records Manager (SRM); Support MAP AIMO with supervising PEM departments on filing and archiving, issuing reminders, monitoring and bringing the problems to the attention of AIMO
Profile – Minimum required and Experience:
- University degree in relevant fields or training in secretarial, health or administrative assistance.
- Relevant professional experience is an advantage
- 3 – 5 years of professional experience in a similar position.
- Good computer skills
- Good knowledge of the Cabo Delgado geographical environment
- Excellent written and verbal communication skills in Portuguese and English.
- Experience working in humanitarian organizations is an advantage
We are looking for someone methodical, responsible, beneficiary-oriented, organized with good organizational skills, good sense of teamwork, good communication skills, commitment, initiative and respect for the ICRC’s values.
We offer dynamic and rewarding work in a humanitarian and multicultural environment, with attractive salaries and social benefits, and opportunities for development through internal training.
Please send your application: CV, cover letter, copies of diplomas/certificates by e-mail with the mention in the subject line “Executive and Admin Assistant.” to: pem_hrrecruitment_services@icrc.org. or physically at the following address: Pemba, Bairro Alto Chingore, Expansao II, Rua dos Recursos Minerais, in front of the Gingone secondary school next to the DICC
Only applications with all the necessary documentation will be considered
Only selected candidates will be contacted. Last day for applications 10.08.2023
Start Day: earliest possible.