The International Committee of the Red Cross (ICRC), based in Geneva, is a humanitarian organization that provides protection and assistance to people affected by armed conflict and other situations of violence. It employs more than 20,000 staff and is present in 80 countries. The ICRC regional sub delegation in Pemba is looking for a suitable candidate to fill the following vacancy: 01 Water and Habitation Administrative Assistant.
Context
Wathab Assistant contributes to all the administrative and procurement tasks relative to the ICRC’s water and habitat assistance program. Ensures an up to date follow up of the projects’ documentation, invoicing, reporting and certification. Ensures all the processes are done in compliance with the administrative, financial and procurement rules, with supervision and coaching from the hierarchical superior, and in close collaboration with the LOG and ADMIN departments. Ensures follow up and updates of specific files independently.
Job Description
- Maintain an updated knowledge of the general situation of the Department’s Program (technical and financial implementation rate, etc.).
- Maintain a thorough and updated knowledge of WatHab, Administrative and Logistic procedures, templates and deadlines. Assist Wathab team members in applying those procedures.
- Assists the Wathab team in the creation of SR’s and preparation of the PO’s.
- Creates CFT requests, draft contracts, NTFs and other documents necessary for the procurement processes related to Wathab projects
- Consolidates and submits the documents required for the Call for Tender and contractual processes for Wathab projects (drawings, bills of quantities, contracts, etc.) using approved formats; monitors project implementation for compliance with project documents, ICRC standards, and local building codes/standards
- Prepares all administrative requests to the ADMIN department, relative to the Wathab department needs.
- Manages project purchasing on labour and materials according to the delegation’s financial rules.
- Administers end of works, completion and hand-over/donation certificates of ICRC infrastructure to end-users.
- Assists the hierarchy in running support activities for the department Support Wathab team members in the organizations of field trips, including travel requests and bookings
- Follow-up all payments with ADMIN and LOG departments.
- Follow-up on a monthly basis the financial status of the projects signed POS;
- Based on monthly expenditure reports shared by Admin and in collaboration with the WatHab team, check all entries and ensure projects’ direct cost under WPA and financial follow-up sheet are up to date.
- Reply to all requests for additional information from ADMIN, including comments from Manila, in consultation with the Wathab coordinator and engineers.
- Information Management and filing Reviewing the consistency of WPA projects reports. Whenever
- necessary adjust and/or update WPA projects in close coordination with Wathab engineers and Wathab coordinator
- Maintain the list of the department interlocutors updated together with a record of the contracts made by the institution (official invitations, promotional documentation and material, celebrations).
- Maintain the list of the contractors and suppliers in the different technical disciplines updated, including the performance assessments from WH engineers, WPA, ROS and POS;
- Upon request of Wathab Co assist in translation.
- Follows up on all work-related messages and correspondence with the relevant contacts and departments
Profile – Minimum required and Experience:
- Administration or Engineering University diploma or equivalent training.
- Excellent command of English; other languages an asset.
- Computer skills, including Microsoft Office suite and SharePoint
- Two years’ experience in technical assistance position, preferably in Engineering company or Humanitarian organization
We are looking for someone methodical, responsible, beneficiary-oriented, organized with good organizational skills, good sense of teamwork, good communication skills, commitment, initiative and respect for the ICRC’s values.
We offer dynamic and rewarding work in a humanitarian and multicultural environment, with attractive salaries and social benefits, and opportunities for development through internal training.
Please send your application: CV, cover letter, copies of diplomas/certificates by e-mail with the mention in the subject line ” WATHAB Administrative Assistant ” to: pem_hrrecruitment_services@icrc.org. or physically at the following address: Pemba, Bairro Alto Chingore, Expansao II, Rua dos Recursos Minerais, in front of the Gingone secondary school next to the DICC
Only applications with all the necessary documentation will be considered
Only selected candidates will be contacted.
Last day for applications 27.03.2023
Start Day: earliest possible.