Administrative assistant (6 Months)

Job duties and responsibilities
Undertake daily support to those working in the office: PNSs and IFRC staff and visitor:

Official paperwork support:

• Support in filling and submitting the visas and residencies applications.
• Follow-up on the visas and residencies issuance, extensions and cancellations where needed.

Office logistics support:

• Assist the admin. the focal point in tickets, hotels and taxis bookings, changes and cancellations where needed.
• Assist the admin. the focal point in workshops/events coordination and bookings including on-site coordination for enhanced services provision.

Office procurement support – based on IFRC procurement rules and regulations:

• Support in basic office supplies procurement (stationary, coffee items, refreshments, cleaning material, etc.)
• Where needed, support the admin. the team in launching and finalizing basic tenders (of less than 20.000CHF)

General services - Staff and PNSs support:

• Where needed, support in searching for apartments with and for international staff.
• Where needed, assist in apartments handover process, repair and maintenance needs.
• Provide support to national and international staff in settling in the IFRC office and liaise with the admin. team for any additional required services.
• Where needed, assist in the office’s maintenance.
• Provide support to admin. colleagues within the region where applicable.
• Cover the reception desk and duties whilst the receptionist is absent or on lunch break (acting as operator, receiving, dispatching mail, welcoming guests where needed, etc.)p

Other required tasks:
 

• Ensure proper filing and archiving systems are followed based on the IFRC standardized filing system.
• Assist in the IFRC system invoicing processing and prepare payment requests where needed.
• Fulfil any other reasonable task which might be requested by the line manager of the unit manager.

  Position Requirements
  2-3 years of relevant professional experience in administration-Requierd
  Experience in dealing with hotels and other service providers-Requierd
  Experience in travel arrangements-Requierd 
   

  Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint Appropriate verbal and written communications skills Multitasking ability Stress management skills
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