Administrative Assistant at International Committee of the Red Cross (ICRC)

Administrative Assistant 1 provides administrative support to Nairobi Regional Hub/Regional Resource Network.

Duties & Responsibilities

• Updates and retrieves data in/from specialized tools and databases;
• Creates and maintains paper or electronic files up to date;
• 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;
• Manages internal and external contacts of the Nairobi Regional hub and ensures updating of contacts register;
• Manages the agenda of Head of Regional Affairs;
• Manages the agenda of Deputy Regional Director of Movement;
• Drafts minutes of meetings at the request of the Nairobi Regional hub and ensures follow up of action points;
• Filters and prioritizes oral and written requests addressed to the Nairobi Regional hub;
• Drafts informal and formal correspondence, edits and ensures proper formatting of correspondence, reports and other documents; monitors and respects the visual identity of the ICRC;
• Monitors, checks and controls documents addressed to the Nairobi Regional hub;
• Prepares files on specific thematic upon request of colleagues from the Nairobi Regional hub;
• Performs the administrative tasks for the Nairobi Regional hub (photocopies, mailings, diplomatic pouches for ICRC Head Quarters, etc.);
• Updates management tools of the Nairobi Regional hub (contact lists, Calendar of movements, presentation table).

Qualifications

• Minimum Diploma in Business Management; Office Management or equivalent training;
• Minimum 3-4 years experience in a similar position;
• Excellent command of written and spoken English, other language an asset;
• Advanced computer skills, including Microsoft Office suite.