WatHab Administrative Assistant Full-Time

The International Committee of the Red Cross (ICRC), based in Geneva, is a humanitarian organization that provides protection and assistance to people affected by armed conflict and other situations of violence. It employs more than 20,000 staff and is present in 80 countries. The ICRC regional sub delegation in Pemba is looking for a suitable candidate to fill the following vacancy: 01 WatHab Administrative Assistant.

Purpose

Administrative Assistant 2 provides complex secretarial and/or administrative support, on all matters related to Logistics, Administration and WatHab documentation.

Job Description

The Administrative Assistant supports administrative aspects of all Water and Habitat activities of the Montepuez Water Supply Project in close collaboration with colleagues at all levels within Pemba sub-delegation, with impact on both operations as well as support processes.

• Oversees all administrative activities in support of the Project Team.
• Documents, drafts, and shares correspondence to formal requests received by the department.
• Drafts monthly newsletters on the Project’s activities and contributes to internal communication.
• Keeps track of financial data at the project level.
• Ensures that all documents drafted by the Project Team for tenders and contracts are complete and properly filled-in before submitting them to Logistics for validation/action.
• Controls all tenders and contracts documents drafted by Project Team before submitting them for validation.
• Understands and knows the Rules on Financial Management, Logistics procedures and Information Management for the delegation.
• Prepares, monitors, and keeps record of contract payments schedule and ensures that payments to Contractor/ Daily workers, CVM volunteers, Community members…, are released timely and as per payment table of the contract.
• Follows-up all aspects related to support departments, particularly Logistics, Finance & Administration, and Information Management.
• Understands the various functions available in WatHab Data Portal and PAM dashboard and make regular use of them to control the quality of the data for Montepuez projects; reports on monthly basis to Project Managers on oversight or mistakes identified.
• Conducts monthly briefings for the newcomers.
• Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
• Organize WatHab project Team Space filling structure, creates Team Space folders and DocSets as needed.
• Independently carries out complex secretarial tasks as follows.

a) Oversees the stationary supply for the entire department. Makes sure to all items are supplied on due time, made available and properly stored.

b) Takes Minutes of Meeting when required.

c) Drafts and finalizes correspondence, bordereaux, internal presentations, meeting minutes and other documents, shares information among the Project team members.

d) Performs translations when required.

e) Anticipates, arranges, and follow up on WatHab staff movement from/to the field (fleet, welcome, briefings/debriefings for Montepuez Water Supply Project Team).

• Assists with organizing seminars, training sessions and workshops.
• Liaises with external stakeholders, interlocutors, and service providers on all aspects pertinent to Montepuez Water Supply Project operations manages the contacts database.
• Contributes to producing tools adapted to their WatHab department’s operational needs.
• Applies information-management best practices and ensures compliance with procedures, including in terms of user training (practices and tools) where needed.
• Participates in IM trainings for IM focal points and keeps up to date with basic IM knowledge.
• Keeps files up-to-date and ensures that records are managed properly.
• Conducts research on topics of interest to the department.

Certifications/ Education Required

• High school diploma or equivalent training.
• Excellent command (spoken and written) of local language(s).
• Excellent command (spoken and written) of Portuguese.
• Knowledge of English is an asset.
• Computer skills, including Microsoft Office suite, SharePoint, and IBM Lotus Notes.

Professional Experience Required

• Five years’ experience in a secretarial position, professional experience at the ICRC or an international NGO an asset.

How to Apply

We are looking for someone methodical, responsible, beneficiary-oriented, organized with good organizational skills, good sense of teamwork, good communication skills, commitment, initiative and respect for the ICRC’s values. Female Candidates are encouraged to apply.

We offer dynamic and rewarding work in a humanitarian and multicultural environment, with attractive salaries and social benefits, and opportunities for development through internal training.

Please send your application: CV, cover letter, copies of diplomas/certificates by e-mail with the mention in the subject line “WatHab Administrative Assistant” to physically at the following address: Pemba, Bairro Alto Chingore, Expansao II, Rua dos Recursos Minerais, in front of the Gingone secondary school next to the DICC.

Only applications with all the necessary documentation will be considered. Only selected candidates will be contacted.