Overview
Administrative Assistant 2 provides complex secretarial and/or administrative support, assisting with project implementation, data management, and document preparation.
Key Responsibilities
- Supports implementation of projects and programmes.
- Produces statistics and updates data using specialized tools.
- Independently drafts and finalizes correspondence, internal presentations, meeting minutes and other documents.
- 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.
- Assists with organizing seminars, training sessions and workshops.
- Contributes to producing tools adapted to their unit’s needs.
- Applies information-management instructions and ensures compliance with procedures.
- Keeps files up-to-date and ensures that records are managed properly.
- Prepare and process IRs, SRs, Working Advances (WAD), and other administrative and financial documentation.
- Record, monitor, and track premises-related expenditures and maintain supporting documentation.
- Support the Premises Manager in budget preparation, expenditure monitoring, financial follow-up, and responses to accounting queries.
- Prepare overtime reports, per diem reports, salary documentation for daily workers, and other personnel-related administrative records.
- Maintain accurate records of staff attendance, leave, holidays, and related administrative information.
- Serve as focal point between the Premises Unit and PAC/HR departments on recruitment, contract administration, redundancy processes, and other personnel-related matters.
- Ensure all administrative and financial actions are completed accurately and within established deadlines.
- Maintain and regularly update premises databases and records, including service contracts, lease agreements, inventories, maintenance reports, and financial documentation.
- Digitize, scan, upload, archive, and manage premises-related documents in TeamSpace and other approved information management platforms.
- Act as the Premises Information Management focal point, ensuring compliance with document management, archiving, confidentiality, and information management standards.
- Prepare meeting minutes, correspondence, reports, presentations, and other administrative documents as required.
- Contribute annual planning and budgeting exercises for the Premises Department.
- Maintain regular communication with landlords, government authorities, service providers, contractors, and other stakeholders to facilitate premises-related activities.
- Submit weekly movement plans and other operational reports as required.
- Provide interpretation between English and national languages during meetings, site visits, and operational activities as required.
- Translate documents, correspondence, and reports between English and national languages, ensuring accuracy and consistency.
- Support the implementation of sustainability and environmental initiatives within the Premises Department.
- Participate actively in training, peer-support initiatives, and staff well-being programs.
- Act as delegated replacement for the Premises Manager during periods of absence and ensure continuity of premises operations and administrative functions.
Required Experience
Five years’ experience in a secretarial position, preferably within the ICRC.
Qualifications
- High school diploma or equivalent training.
- Computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.
