Administrative Assistant

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.