Administrative Assistant at ICRC - International Committee of the Red Cross

THE PURPOSE

Under the supervision of the IM Officer, the Administrative Assistant provides secretarial/administrative support and act as IM Focal point in the ABJ Delegation

YOUR ROLE

• Welcomes visitors, provides them with information and directs them to the appropriate staff members.
• Updates list and tables, telephone numbers, addresses, etc.
• Answers and redirects incoming calls. Provides answers to callers’ questions.
• Participates to implementing of all information management projects or programs linked to Information Management. Ensures that users understand the needs for change and supports these changes.
• Receives incoming paper mails, distributes them according to concerned individual or department.
• Distributes messages and maintains the ABJ Teambox up to date.
• Prepares outgoing bordereaux and receives/distributes incoming mails. Briefs, guides, helps ABJ colleagues handling bordereaux.
• In charge of ensuring that all outgoing correspondence are inline with organizational protocol, train and ensure adherence to these guidelines in the delegation.
• Organizes dispatch of outgoing letters. Maintains incoming and outgoing Chrono files and ensures that all outgoing letters are acknowledged by the receiver through dispatch office.
• Updates ABJ Organization Charts and manages the updates of all organizational charts in the subsites and departments.
• Contributes to ensuring that rules for correspondence, document security, archiving and good usage of standard computer technology are properly followed and implemented.
• Manages ICRC visual identity stock in collaboration with relevant departments and sub delegations and other general stationary stocks for the management team. Makes sure that the stationary complies with the applicable visual identity rules and is responsible for keeping stock
• Supports the IM team in daily administrative tasks such as agenda, meeting and VIP visits organization, contacts, compilation of documents and draft simple correspondence.
• Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences

YOUR PROFILE: EDUCATION & EXPERIENCE

• Bachelor’s degree in communications, Business Administration, Computer Science, Social Sciences, or a related field.
• Very good and working knowledge of Computer software like MS Office (word, excel, PowerPoint), HCL Notes, and Sharepoint.
• Excellent command of English is a great asset and good capacity building skills.
• 1–2 years of experience in program and administrative related tasks.
• Must have valid permits/rights to work in Nigeria as well as NYSC certificate.

WHAT WE OFFER

• Rewarding work in a humanitarian and multicultural environment.
• Competitive employment package with medical insurance and ICRC pension plan.
• In-house training opportunities for personal development.
• A full-time, open-ended contract.