Overview
The administrative assistant provides secretarial, administrative, logistic and finance support within the Primary Health Care (PHC) and Physical Rehabilitation (PRP) departments in the Gaza sub-delegation, at a rate of 50% per each department.
Key Responsibilities
- Structure information management for PHC and PRP departments: filing, scanning, archiving, onboarding newcomers on IM tools.
- Drafts, edits, proofreads and finalizes correspondence, presentations, meeting minutes.
- Carries out secretarial tasks such as making photocopies, managing stationary stocks, and archiving.
- Supports implementation of projects and programs with administrative tasks.
- May be asked to interpret during meetings.
- Supports on translation and proofreading from one or more languages into English or Arabic.
- Administers the status and validity of PAs, partnerships agreement, Due Diligence Documents.
- Is in charge of regular reporting weekly/monthly to PHC and PRP head of departments.
- Supports implementation Project and Activity Management (PAM) procedures.
- Prepares for meetings and trainings by setting up rooms and materials, including management of participants.
- Coordinates and follows weekly/biweekly/monthly operational reports.
- Updates the external and internal and contacts telephone list.
- Ensures that PHC and PRP teams follow ICRC administrative procedures.
- Support PHC and PRP team to combine, provide and verify the list of MPCA beneficiaries to Ecosec.
- Contributes to the Geographical Information management system (GIS)/Health activities’ mapping.
- Contributes actively to the daily organization of the office.
- Contributes to the protection and security of individuals’ personal data.
- Provides analytics on activities for external reporting.
- Support in training the PHC and PRP colleagues on data platforms.
- Verifies and prepares the incentive-related documents.
- Supports PHC and PRP teams with the PFR budget development.
- Answers to the team questions related to budget and finances.
- Ensures respect for financial procedures and guidelines.
- Supports PHC and PRP teams in the preparation/ tracking and reconciliation of Donation Certificates.
- Is in charge of following this file and proposing actions in case of problems or delays.
- Ensure completeness and the accuracy of the DT process through follow up of Distribution Tracking Portal (DTP).
- Supports logistic tasks for non-medical items (forecasting, procurement, delivery…)
- Understands, follows up and collaborates with JER Health admin assistant for CDP/MOP/RMM and forecast.
- Supports the PHC and PRP field officers for non-medical forecast.
- Develops the necessary tools to simplify the planning, forecasting & requesting.
- Updates the list, codes & dates based on the demand, standardization & local market availability.
- Updates the RMM/MOP file based on compiled health demand respecting the deadlines.
- Follows up with purchase department the procurement process and conduct the inspection of samples and select what is matching the required specifications.
- Shares the final compiled forecast with the teams in a spreadsheet form for each facility and month.
- Highlights any additional demand/changes to the PHC Delegate and PRP Manager.
Required Experience
- Five years’ experience in a secretarial accounting/finance position, preferably within the ICRC.
- Experience working in humanitarian field an asset.
Qualifications
• University degree in health management, business administration, or any related area.
