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Administrative Assistant/Receptionist – Tripoli

The ICRC Delegation in Libya – seeks to fill the following position:

Administrative Assistant/Receptionist

based in Tripoli, Libya

JOB DESCRIPTION:

SPECIFIC ACTIVITIES:

• Drafts and finalizes correspondence, bordereaux, internal presentations, meeting minutes and other documents; shares information among users.
• Updates the timeline, tables and organizational charts, schedule and other tools.
• Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences.
• Organize briefing and debriefing for all incoming or outgoing colleagues (resident and mobiles).
• Manages the Contact Data base and makes sure it is up to date.
• Prepares and dispatches all fieldtrip notifications (checks and edit the English and Arabic filed trip notifications, verifies that trips are on weekly planning, that all relevant information is properly mentioned, dispatches all notification to relevant authority)
• Informs proactively management in case of change in notification.
• Carries out secretarial tasks such as making photocopies, destroying documents and managing stationery stocks.
• Applies information-management instructions and ensures compliance with procedures.
• Translates incoming correspondences (from different ministries and entities) into English.

SUPPORT TO THE MANAGEMENT:

• In the absence of the Assistance and Information Management Officer manage the HoSD Agenda,
• Manage contacts Database.

RECEPTIONIST:

ACCOUNTABILITIES AND RESPONSIBILITIES:

• Welcomes visitors at the main entrance, directs visitors to their destinations, answers visitors’ enquiries;
• Handles different types of incoming and outgoing phone calls, transfers to appropriate person or notes the information, makes the calls registration;
• Executes office work: updates telephone numbers, updates required lists;
• Receives and sorts daily mail/deliveries/couriers, prepares bordereaux, deals with regular sending mail via courier services and regular post, registers incoming/outgoing mail, processes invoices for the deliveries and submits them for payment to Finance department.
• Reports to his/her superior/Administration in case of problems;
• Maintains security by following the ICRC procedures;
• Files, keeps records, enters data according to the ICRC guidelines;
• Ensures stationary stock management and replenishment: supplies staff members with stationary upon request, ensures continuous availability of items by managing the stock and creating SR in JDE for office stationary when replenishment is needed, coordinates with Log, orders ICRC stationery items such as letter headed paper, branded external envelopes, etc;
• Organizes and follows up the process of business cards ordering, briefing and debriefing schedule compilation for the staff members (both mobile and resident);
• In collaboration with IM manages contacts in the Contact DB.
• Ensures a conducive working environment.

GENERAL DUTIES:

• Understand the three components of the Red Cross/Red Crescent Movement.
• Applies the security rules at all times.
• Respects and observes staff regulations of the ICRC in Libya.
• Participates to field trips, if necessary.
• Performs duties and tasks not covered in this job description and provides support to other departments when necessary.
• Creates and maintains a harmonious work environment as well as team spirit with her/his colleagues.

Minimum required knowledge & experience:

• University degree, preferably in administration or related field.
• 1 year of work experience in a similar field.
• Excellent command of English and Arabic.
• Computer skills, including Microsoft Office suite, SharePoint, and IBM Lotus Notes.
• Good computer knowledge.
• Good communication skills.
• Rigor, method, and analytical skills.
• Capacity to apply ICRC rules and procedures.
• Excellent organizational and methodical abilities, sense of initiative.
• Service-oriented with a strong sense of setting priorities and flexibility.
• Interest in humanitarian activities (especially ICRC’s).

Standard function description:

• Performs various office work which requires computer knowledge and secretarial skills.
• Provide general administrative support to the delegation and sub-delegation.
• Translates from Arabic to English and vis-versa.
• Ensure information flow within the department / sub-delegation.
• Ensure specific administrative tasks in line with ICRC operation.
• Updates the timeline, tables, and organizational charts.
• Manage the delegation stationeries.
• Manage all incoming calls.

Additional Information:

Starting date: ASAP.

Application Deadline: 20.Jan.2022

 We offer a rewarding and enriching work opportunity in a humanitarian and international environment with initial training and on-boarding

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Interested candidates with the required background and experience are invited to submit their CV in English with 2 references to tri_recruitment@icrc.org  before 20^th Jan 2022, with the title in the email subject:

“Administrative Assistant in Tripoli”

CVs not accompanied by a motivation letter and not mentioning the position in the subject line, will not be considered.

Please note that only short-listed candidates will be contacted for tests and interviews.