Administrative Assistant

Human Resources Finance & Economy Admin

Overview

Manage administrative and support files in Kunduz office

You have:

• University Degree, preferably in Finance and Administration
• Excellent command of English and Local Languages (Pashto, Dari) in speaking & Writing
• 2 Years of experience in the field of administrative and finance
• Computer skills, including Microsoft Office suite
• Openness to learning and improving existing procedures based on needs

Contract

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

Purpose

The Admin Assistant 1 oversees the support files (Logistics, HR, finance, Welcome, Premises and Information management) in the ICRC office of Kunduz. To carry out his/her duties, the Admin Assistant 1 works in close collaboration with the support team in Mazar-i-Sherif and complies with the ICRC’s policies and the applicable laws and regulations.

Accountabilities & Functional responsibilities

FINANCE: (40%)  Acts as the focal person for any financial matters.  Participates in cash-flow management to ensure sufficient liquidity.  Performs the payments, receives cash transfers and records cash movement in the cash book. Performs regular cash counts and reconciliation to avoid any discrepancies between the accounting balance and the physical’s one in the safe.  Learns and applies the financial procedures. Ensure supporting documents are complete and duly approved before any payment.  Assists remotely the accountant and the FAD managers of Mazar Sub-Delegation in daily finance activities, in periodic reporting (monthly, quarterly, and annual) and during the yearly budget exercise.  Provides guidance to the KUD office staff about the financial procedures and shares and implement any new financial instructions.  Reports immediately to MAZ F&A Manager any suspicious activities or incompliance with the financial procedures.

LOGISTICS (25%)  Under the direction of the Log Site manager of Mazar, helps to fulfil the supply orders (SR) related to Kunduz as per the specifications, quality requirements and timeframe instructed.  Carries out market assessment when needed, negotiates with suppliers, and collects the required information and supporting documents from the suppliers.  Oversees the fleet activities in Kunduz and manages the driver.

PREMISES MANAGEMENT (15%)  Manages the housekeeper to ensure the premises meet the ICRC standards of safety, sustainability, hygiene and comfort.  Manages the Security Guards and ensures they apply all relevant procedures to maintain the safety and security of the premises.  Proposes maintenance works and the purchase of housing items to the FAD Manager of Mazar.  Monitors and follows up the stocks of cleaning and maintenance items.

WELCOME (10%)

 Through efficient communication with the Welcome counterparts in other sites, ensures the visitors’ needs in terms of pickups and accommodation are met.  Plans for the briefings (Welcome, security and operational) of the new-comers and first time visitors

HUMAN RESSOURCES (5%)

 Acts as focal points for the resident staff of the Antenna for all HR matters (except Staff Health).  Ensures strict implementation of policies and procedures related to human resources management of resident staff.  Advises the HR officers of Mazar about issues related to the AoR.  Ensure confidentiality for all HR matters.

INFORMATION MANAGEMENT (5%)

 Handles diplomatic pouch processes and files bi-weekly bordereaux  At the request of and under the supervision of the IM Assistants/IM Officer (of Mazar or Kabul), provides support on specific projects/files.  Monitors and applies the retention policy in the Office.

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.

Reports to (role)

• Finance and Administration Manager

People management responsibilities

• Ensures that job descriptions for employees under his/her supervision are up to date; seeks feedback and support from the HR Department if needed
• Plans and coordinates the annual leave of the employees under his/her supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
• Coordinates and supports the employees under his/her supervision in their personal development by coaching and advising them on internal and external training and development possibilities
• Completes the appraisals of their direct report timely.

Relationships

• Internally, interacts closely with the ICRC employees of Kunduz and Mazar-i-Sherif and, to a lesser extent, with the whole Delegation’s employees.
• Externally, interacts with suppliers, Landlords, utilities authorities, Tax authorities and other humanitarian and movement partners.

Certifications / Education required

• University Degree, preferably in Finance and Administration
• Excellent command of English and Local Languages (Pashto, Dari) in speaking & Writing.
• Computer skills, including Microsoft Office suite
• 2 Years of experience in the field of administrative and finance
• Openness to learning and improving existing procedures based on needs

Professional Experience required

• 2 Years of experience in the field of administrative and finance

Apply now

Potential interview questions

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