Administrative Assistant

Human Resources Finance & Economy Admin

Overview

Provide administrative and secretarial support within Zahlé Sub Delegation

You have:

• Bachelor's Degree in Business Administration or any other job relevant field
• Five years’ experience in a secretarial position, preferably within the ICRC
• Native Arabic language skills
• Full Professional working proficiency in English
• French language skills are a strong asset

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action 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 in order 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

Provides administrative and secretarial support within Zahlé Sub Delegation

Accountabilities & Functional responsibilities

• Prepare meeting room, materials and other elements for internal and external meetings, including technical set-up, conference calls, presentation.
• Handles the Sub-Delegation’s cash disbursement and payments.
• Responsibility of cashbox: cash inventory and physical count must always correspond to the journal balance.
• Managing working advances and salary advances for mobile colleagues, as per financial rules.
• Prepare cash daily closing, assuring cash and journal balances with no discrepancies.
• Liaise with suppliers for payments collection, invoices and other related documents.
• Negotiate and obtain offers from suppliers, receive goods and/or services as per quotations.
• Assist Finance and Administration Manager in his/her daily office tasks.
• Distribute stationeries to colleagues, and make sure replenishment is set on time, while procuring and managing stock of office refreshments.
• Draft correspondence and assist translating documents from/to English/Arabic.
• Update database and telephone list and organization chart of the Sub-Delegation.
• Handles incoming and outgoing pouches of the Sub-Delegation.
• Organize accommodation for visitors and newcomers.
• Liaise and contact with contracted hotels for rooms and venues bookings.
• Organize pick-up and accommodation (hotel, apartment, house) for staff and guests.
• Organize welcome files, business cards, briefing programs for new arrivals.
• Conducts regular random checks to make sure that accommodation is safe and suitable to live in; contacts the appropriate department(s) assuring all services are running (internet, electricity, water, heating system etc)
• Assist in premises leases, renewal and amendment of contracts
• Maintain an up-to-date keys and access management, with proper distribution and follow up with staff.

Certifications / Education required

• Bachelor's Degree in Business Administration or any other job relevant field

Professional Experience required

• Five years’ experience in a secretarial position, preferably within the ICRC.

Desired profile and skills

• IM systems and applications: Basic
• Professional standards, procedures: Proficient
• Administrative management: Proficient
• Problem-solving: Basic
• Service delivery: Proficient
• Communication: Basic
• Events management: Proficient
• Office tools mastery: Proficient
• Planning and Organizing: Proficient

Language

• Arabic: Native
• English: Full Professional working
• French: A strong asset

What we offer

• Salary Package: 2’037 – 2'926 USD/Month (As per ICRC salary scale, salary setting processes will determine fair setting in coherence with the qualifications of the applicant and the requirements of the job).
• 13th Month of salary paid in December, pro rata basis in accordance with the period worked.
• Annual Leave: 20 calendar working days of paid leave per year, pro rata basis in accordance with the period worked.
• Health Insurance: 90% of premium fees under class B, coverage include: Doctor visits, Medicines, Therapy services, etc.)
• International Retirement Saving Plan (IRSP): a contribution valued at 11.5% of your monthly salary, these savings are paid by the end of service as a lump sum.
• Other benefits subject to internal rules and regulations: High Cost of Living Allowance (HCLA), Schooling allowance, eyeglasses, designated personal training budget for learning opportunities.

Additional information

• Location: Zahlé - Lebanon
• Working Schedule: Monday till Friday, from 8 Am till 5 Pm.
• Type of contract: Fixed Term, 6 months (Renewable based on performance and need for position).
• Estimated start date: 2 December, 2024
• Application deadline: 17 November, 2024

Our Values

• At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: careers.icrc.org