Administrative Assistant (for Philippines Nationals Only)

Administrative Assistant for Protection provides all administrative support and shares pertinent information to both resident and mobile staff on concerns related to Information Management (IM) in the department (and also related to wider delegation/institution). S/he liaises with the IM Officer with regards to tools, best practices and support colleagues in the department to implement ICRC protocol guidelines related to both internal and external communication. S/he is responsible for providing quality administrative support to the entire Protection team.

MAIN RESPONSIBILITIES

• Independently carries out complex secretarial tasks, such as reviewing the correspondence drafted by Protection staff in Manila, ensuring that the institutional format is respected, and suggesting corrections when needed.
• Provides administrative, reporting, and secretarial assistance to the Protection Team, particularly to the Protection Coordinator and Deputy Protection Coordinators.
• Organizes internal meetings set by the Protection Management Team and prepares all logistical requirements (booking of meeting rooms in the delegation, technical set-up for conference calls, uploading of presentations).
• Assists with organizing external events (meetings, symposiums, workshops) and internal training sessions; liaises with external contacts such as service providers and follows up on expenses by ensuring invoices are followed up on.
• Acts as the IM Relay for the protection department in Manila (PCP and Detention) and attends training sessions on information management conducted by the IM Officer, ensuring compliance with rules, procedures, policies, guidelines and directives.

Qualifications

• University degree in business administration/business management or equivalent.
• At least 3 years of experience in a similar function.
• Good command of spoken and written English
• Strong interpersonal skills and the capacity to work effectively in a team.
• Strong organizational skills with the ability to multi-task and prioritize tasks.