ICRC recruits an Administrative Assistant

EXCLUSIVE

Bac+3 Deadline: 12 Nov 2019 2026

• 0 comments ICRC recruits an Administrative Assistant The International Committee of the Red Cross (ICRC) is seeking an Administrative Assistant of grade B1 for its branch in Fizi. Democratic Republic of the Congo.

Location

Type of contract: 12 months, with possibility of renewal Desired start date: January 5, 2027 Application deadline: November 12, 2026 at 5:00 p.m. Required nationality: Congolese

Responsibilities

Responsibilities and main tasks Under the supervision of the F&A Manager 1 and in coordination with Uvira Logistics, the Administrative Assistant provides the administrative, logistical and operational support necessary for the proper functioning of the branch of Fizi. Finance and administration Management of the caisse Ensure disbursements and payments from the Fizi base, including payment of wages and work advances. Prepare invoices and documents necessary for payments by cash, check or bank transfer. Carry out daily counting and reconciliation of the cash register. Participate in the cash management of the Fizi base, ensure the availability of sufficient liquidity and ensure the replenishment of the caisse. Classify, archive and track relevant financial documents, as well as prepare required reports. Ensure compliance with financial procedures and guidelines and explain them to clients or applicants when necessary. Infrastructure management Provide administrative follow-up of antenna maintenance activities.

Other information

Perform regular checks of the condition of the premises and promptly inform the UVI F&A Manager of any maintenance or repair needs. Coordinate the interventions of technicians and service providers, according to the instructions of the UVI F&A Manager, and ensure follow-up of their realization. Prepare and transmit requests for intervention as well as the necessary administrative documents. Monitor recurring payments (electricity, water, gas, fuel, telephone, hotels, etc.), ensuring that supporting documents are sent to Uvira’s Finance team within the set deadlines. Maintain up-to-date maintenance records, contracts and all infrastructure documentation. Update inventories of furniture and administrative equipment. Keep databases on administrative stock and contingency stock up to date, and inform the UVI F&A Manager when replenishment is required. Liaise with suppliers and service providers on administrative matters as required. Management of teams of security guards and maintenance personnel Coordinate, manage and supervise the team of security guards assigned to the antenna premises. Ensure that security guards perform their duties correctly, show up on time, remain at their posts until the end of their service and do not sleep while in custody. Ensure compliance with procedures, instructions and security rules applicable to ICRC premises. Organize and supervise on-call schedules, shift schedules and replacements during holidays, absences or rest periods. Record staff absences and arrange necessary replacements. Provide day-to-day supervision of security officers, monitor their performance and report any problems related to discipline, presence or compliance with procedures. Ensure compliance with confidentiality requirements and rules of professional conduct by security officers. Coordinate, manage and supervise the team of housekeepers assigned to ICRC residences and premises. Ensure that maintenance personnel perform their duties correctly and maintain the required standards of cleanliness, hygiene and order. Organize and supervise work schedules, schedules and replacements during holidays, absences or rest periods. Record absences and organize the use of temporary day laborers when necessary to ensure continuity of services. Ensure daily supervision of maintenance staff, monitor the quality of work performed and ensure compliance with assigned tasks. Ensure compliance with the rules applicable to ICRC premises, including confidentiality, professional conduct and use of equipment. Report any issues related to performance, presence, staff behaviour or operational needs. Ensure the availability and appropriate use of equipment and maintenance products, and report any need for replenishment or maintenance. Accommodation management and other responsibilities Participate in the organization of hosting ICRC staff on mission or professional visit, in coordination with the UVI F&A Manager and the Head of Structure.

Education / Qualifications

Keep up-to-date lists of hotels and accommodations as well as the corresponding information in Team Space (TS). Maintain up-to-date visitor accommodation records and ensure the accuracy of recorded information. Organize reservations and room allocation in the base or hotel, and inform visitors of their accommodation arrangements. Receive requests or complaints from visitors and forward them to the superior for appropriate follow-up. Coordinate, when necessary, logistical aspects related to the reception and accommodation of visitors (room preparation, liaison with service providers, etc.). Ensure the classification and updating of all administrative documents related to the accommodation and occupancy of residences. Manage the correspondence received, including the on-air pouch, and share it with relevant colleagues. Logistics Monitoring of vehicles and motorcycles Ensure that the movements of vehicles and motorcycles are coordinated in accordance with the planning validated by Uvira Logistics. Inform Uvira Logistics of any urgent movement validated before its execution. Share fault report cards with Uvira Logistics to facilitate repair planning. Check that all logbooks are correctly filled in according to ICRC procedures. Provide Uvira Logistics with a monthly report on the status and availability of logistics equipment in Fizi. Ensure proper management and storage of field equipment for drivers and bikers. Check that the daily bikers carry out the technical checks of the motorcycles before each mission. Ensure that the contracts of day laborers are signed before any deployment in the field. Fuel monitoring Update the fuel consumption monitoring sheets for the Fizi area. Share a report he

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