Administrative Assistant

Purpose To provide broad-rang of administrative support,  maintenance to  the IFRC office and residences. To manage and ensure the proper maintenance of the IFRC vehicle fleet.   Duties applicable to all 1. Work towards the achievement of Federation goals in the region of operation through effective managerial and lateral relations and teamwork. 2. Ensure understanding of roles, responsibilities, lateral relationships and accountabilities. 3. Perform other work related duties and responsibilities as may be assigned by the supervisor.   Specific Duties Responsibilities and Accountabilities  Assist in office and apartment supplies and equipment procurement following all IFRC procurement and logistics rules, procedures and regulations. Undertake all maintenance work done for the office and delegates houses according to approved request and submit payment requests to the finance department on a monthly basis. Make the office and apartments inventories. Go to Ministries, PO Box and customs clearance to deliver, collect and ensure follow up of paperwork. Search for apartments and schools with and for international staff. Arranging stocks and storage in the office. Make utility, rental, repair, maintenance and related bill payments. Undertake day to day support to those working in the office: GRSP, PNSs and IFRC staff and workstations. Coordinate IFRC drivers assignments and workload. Cover the reception desk when the receptionist is absent or on lunch break. Prepare meeting rooms when required. Supervise housekeepers and casual labourers as per their schedules. Preparing correct and timely paperwork for signature and action by finance / management. Liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost efficient services and flights. Any other tasks which may be reasonably assigned by the line manager Assist in the daily management of MENA zone office vehicle fleet according to IFRC standards, in the day to day maintenance of the vehicles, and their deployment. Ensure proper filing and archiving systems are followed at the office. Manage the welcome service for each arriving staff /delegate/visitor, to include information about the country and general information. Assist when required in booking flights, arranging transport & accommodation, obtaining visas and residency permits for delegates, staff and visitors.         Qualifications   Person Specification Required Preferred General Good mental and physical health X   Qualifications University Degree in Business Administration or relevant major X   Experience 3-5 years of relevant professional experience in administration X   Experience in dealing with hotels and other service providers X   Experience in travel arrangements X   Skills Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint X   Fluent in English and Arabic X   French language   X Core Competencies Strong sense of ownership and able to see through the completion of task assigned X   Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; Flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, proactive, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times. X   Able to work independently and in stressful situations X   Able to find new sources when needed   X   Pro-active and highly organized X   Punctual and accurate X