Administrative Assistant

Responsibilities and tasks: ·         Performs various office tasks such as typing, electronic filing, correspondence/mail preparation as per ICRC standard and distribution, photocopies, updates of Sub delegation contact lists. ·         Translates documents from Arabic to English and vice versa for the sub-delegation team: Incoming/outgoing letters, emails, invitations and faxes ·       Distributes paper mail, as well as electronic messages ·         Handles all incoming/outgoing phone operations ·         Organises external meetings for the Sub-Delegation ·         Organises HoSD field trips ·         Receives, processes and prepares incoming/outgoing pouches ·         File, processes, keep record of the information with precision and confidentiality ·         Supports other colleagues with secretarial tasks and the use of ICRC tools ·         Supports the assistant of the main delegation in the deployment of new tools ·         Keeps record of daily visitors to the sub delegation ·         Organises greeting cards with the support of the Secretary of main site ·         Prepares briefing programs for newly arrived ICRC colleagues and visitors in the sub -delegation ·         Organises accommodation for visitors to the sub delegation ·         Organises all travel related documents including ticketing, residency and visa (in coordination with the administration in Beirut) ·         Handles leases of ICRC premises in coordination with ICRC administrator in Beirut ·         Handles the sub delegation's cash disbursements and payments of accommodation ·         Does the cash entries on daily basis ·         Makes accounting entries (vouchers) on the accounting software for all financial transactions ·         Draws up the monthly closing (inputs bank charges, and prepares documents for bank reconciliation; makes sure that all supporting documents are attached to the vouchers, and that all are duly signed. Prepares the physical documents to be signed by the Head of Sub Delegation, makes photocopies of bills subject to VAT, and closes the monthly pouch) Minimum required knowledge & experience: ·    High school or professional diploma ·    2 - 3 years work experience in similar function ·    Good knowledge of spoken English (French is an asset) ·    Good computer skills