Administrative Assistant at ICRC - International Committee of the Red Cross

Job Description

• Under the direct supervision of Head of Office/Finance and Administrative Manager, the Administrative Assistant handles various administrative and secretarial tasks e.g. (photocopies, mail delivery, document filing, contact with clients etc), Maintains contact with external interlocutors, update office records and responsible for specific administrative files.

Main Duties and Responsibilities

• Ensures that the financial rules are implemented within the structure/office and understood by every employee
• Manages fixed amount of cash for office needs
• Reports weekly on use of cash to the F&A Manager in Jos and prepares weekly cash request in agreement with Head of Office when available
• Highlight any Financial unclear or doubtful inputs, to F&A Manager in Jos
• Plan cashflow forecast to cover potential expenditures
• Ensure that Damaturu premises are furnished and equipped according to the standard list; follow up and processes the requisitions order linked to furniture or equipment
• Keeps inventory of furniture and equipment up to date (excl. IT/Radio materials)
• Ensures proper maintenance and follow up of the premises (including air conditioner, generator, fire extinguishers, disinfection, and fumigation of the office) and organises repairs/maintenance
• Organises the maintenance and repair of office equipment (photocopiers, telephones, etc)
• Follow-up on the utilities of Damaturu premises including maintenance and payments
• Acts as a link for HR administrative tasks between employees and Head of Office/FAM – ensures the information flow
• Checks sick leave Certificates and other absences to ensure respect of existing procedures
• Maintains each personnel file up-to-date: ensures all original documents are sent to Abuja HR and a copy of each document is kept in Damaturu
• Welcomes visitors, arranges for Hotel accommodation if necessary
• Follows up on Field Trip Form (FTF) and make necessary arrangements for visitors
• Answers the office phone and writes messages where necessary
• Prepares and receives pouches and delivers the courier to the final recipients
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.

Education and Experience Required

• Bachelor's Degree / college certificate in Administration or a relevant field
• Minimum of 2 years’ experience in a similar role (INGO, Embassy etc)

Desired profile and Skills

• Fluent in written and spoken English and knowledge of local languages is an asset
• Very well organized, with good planning abilities.
• Knowledge of cultural & socio-economic environment of northern Nigeria
• Computer literacy; proficient in Microsoft Office software skills (outlook, Excel Power Point, Word).