Purpose :
Administrative Assistant 2 provides complex secretarial and/or administrative support to ICRCS Regional IHL unit for Near and Middle east (NAME), based on Cairo.
Functional Responsibilities:
• Supports implementation of projects and programs to support the work of the regional NAME legal advisers.
• Produces statistics and updates data using specialized tools.
• Independently drafts and finalizes correspondence, internal presentations, meeting minutes and other documents, shares information among users.
• Updates the timeline, tables and charts, schedule and other tools and ensures invoices are followed up on. • Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
• Independently carries out complex secretarial tasks.
• Assists with managing and organizing all aspects of regional IHL seminars.
• Assists with organizing seminars, training sessions and workshops; liaises with internal and external contacts and service providers related to their work and follows up on expenses.
• Contributes to producing tools adapted to their unit’s needs.
• Applies information-management instructions and ensures compliance with procedures, Maintain and manage Regional IHL databases and records with organizing, filing, and archiving in a timely manner, including in terms of user training (practices and tools) where needed.
• Keeps files up-to-date and ensures that records are managed properly.
• Contribute to internal reporting processes. • Update and manage NAME Regional IHL social media.
• Support the Legal Department in preparing and implementing budget - be aware of financial rules, logistics-related procedures, etc.
Scope & Impact:
• Geographical remit: delegation-level (field) or headquarters. Position based in Cairo, supporting NAME regional legal advisers based. in Cairo and Kuwait to carry out IHL activities in the NAME region
• Financial remit: prepares and follows up on invoices (e.g., for meetings) and is aware and up to date with internal rules and procedures - e.g., finance and administration, logistics, etc.
• Responds to non-standard enquiries where necessary.
Relationships:
• Internally, interacts with staff within the delegation or headquarters.
• Externally, interacts with commercial providers and stakeholders related to the Regional IHL unit.
GENERAL DUTIES :
• Understands the three components of the Red Cross/Red Crescent Movement.
• Always applies the security rules. • Respects and observes staff regulations of the ICRC.
• Respects and observes the staff regulations and administrative procedures of the ICRC.
• Knows how to use the messaging system and the various ICRC standard software.
• Applies IT regulations and procedures. • Is aware of activities of other departments and maintains regular contacts.
• The employee may be asked to perform duties and task not covered in this job description as well as to provide support to other departments when necessary.
Minimum required knowledge & experience: • University degree or similar specialized Institute • Excellent command of English and Arabic; French is a plus. • Computer skills, including Microsoft Office suite, SharePoint, and IBM Lotus Notes. • Five years’ experience in a secretarial position, preferably within the ICRC.Personal skills: • Reliable, organized, autonomous. • Very good communication skills Shows initiative, spirit of innovation, flexibility. • Team player and respectful towards others