Administrative Assistant

Human Resources Finance & Economy Admin

Overview

Provide secretarial and administrative support to the organization.

You have:

• University degree, with solid experience in reception and administrative work or equivalent.
• Good computer skills, with experience in the use of Microsoft Office (i.e.Excel, Word, PowerPoint).
• Telephone management and verbal communication skills. Proficiency in English.

Contract

This is a ICRC - Open-ended contract. More about ICRC - Open-ended contracts.

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

Administrative Assistant 1 provides secretarial and/or administrative support.

Relationships

• Internally, is a first point of contact for all staff seeking to contact the management.
• Externally, is a first point of contact for anyone seeking to contact the management (by phone, post or email), such as ministers or representatives of ministries, high-ranking military officers, managers and coordinators of National Societies, UN representatives and other actors.

Accountabilities & Functional responsibilities

As Administrative Assistant

• Updates and retrieves data in/from specialized tools and databases.
• Creates and maintains paper or electronic files up-to-date.
• Follow-up on specific processes among the Administrative Team
• Drafts and finalizes correspondence, internal presentations, meeting minutes and other documents; shares information among users.
• Carries out secretarial tasks such as fililng, making photocopies, destroying documents and managing stationery stocks.
• Applies information-management instructions and ensures compliance with procedures.
• Facilitates MSSC Bordereaux: sending of office mail to Headquarters and the field offices.
• May be called upon to function as logistics assistant, where
  • Prepares Purchase Orders for specific items (stationeries, coffee break consumables and cleaning materials).
  • Create Work Order requests related to Archiving activities and updates the archives inventory lists.
  • Prepares gate pass and work permit requests for staff/suppliers and coordinates with building administration for approval

Reception Management

• Welcomes visitors, provides them with information and directs them to the appropriate staff member
• Answers, screens and redirects incoming calls and answers callers’ questions
• Provides basic and accurate information in-person and via phone/mail.
• Updates lists and tables, telephone numbers, addresses, etc.
• Receives, sorts, and distributes daily mail and deliveries. Maintains the inventory of internal mail.
• Maintains office security by following safety procedures and controls access via reception desk (using door phone and logbook).
• Coordinates with the Building Reception and Administration for visitor and guest concerns
• Updates the MSSC Management in case of front desk emergencies or guest concerns.
• Updates calendars and assists in scheduling meetings or staff events.

Selection Requirements

• University degree, with solid experience in reception and administrative work or equivalent
• Good computer skills, with experience in the use of Microsoft Office (i.e.Excel, Word, PowerPoint)
• Telephone management and verbal communication skills. Proficiency in English

What we offer

• Diverse and humanitarian-minded workforce
• An opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide
• Training opportunities
• Flexible work schedule

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.

Application Reminders

If this sounds like a good fit for you, kindly apply through the Apply now button below and attach a copy of your updated and comprehensive resume along with your motivation letter. - Deadline of Application: 9 December 2024 Target Start Date: Immediately Office Address: 32/F BDO Life Megaplaza, 358 Sen. Gil Puyat Ave., Makati City, Philippines - Only shortlisted candidates will be notified. This vacancy is open for Philippine residents only.

Apply now

Potential interview questions

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