Administrative Assistant

What We Do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Purpose

The Maintenance & Administrative Assistant provides administrative support to the general administration department in Tel Aviv.

Accountabilities & Functional Responsibilities

Maintenance (70%)

• Under supervision of TEL Premises Manager, ensures that premises and equipment are properly maintained, and all utilities are working as it should
• Actively involved in organization of coffee breaks and refreshments during meetings and trainings
• Ensures maintenance and repairment of the equipment and infrastructure; coordinates and supervises any work done by external providers on the spot
• Responsible to follow up on the minor maintenance work at the office and apartments
• Ensures that passive security measures in residences and offices have been fully implemented
• Plans and organises the work according to priority
• Performs the minor maintenance on the spot if circumstances permit
• Ensures the cleaning and maintenance (normal wear and tear) of the premises upon terminating contracts
• performs premises and maintenance-related purchases (i.e. cleaning materials or stuff) and ensures the proper processing of invoices
• Updates the timeline, tables, charts, schedule and other tools and ensures timely update of the timeline tables, charts, schedule and other premises tools
• Initiates maintenance whenever required
• Supervises and assists with moving in new premises and/or when terminating premises whenever necessary
• Carries out the work upon a set plan by the supervisor
• Ensures Air conditioning units cleaning & maintenance
• Ensures fire extinguishers annual check
• Ensures that all premises are equipped with fire extinguishers and smoke detectors
• Ensures the installation of anti-blast film on all windowpanes of the premises
• Ensures that the stock of furniture is well kept and usable
• Keeps and maintains the admin storeroom
  
  

• Updates and retrieves data to/from specialized tools and databases
• Creates and maintains paper or electronic files up-to-date
• Carries out administrative tasks such as making photocopies, destroying documents, managing stationary stocks and inventory follow up
• Prepares the premises related invoices for imputing financial reporting
  
  

• High school diploma or equivalent technical certification (additional technical or vocational training in facilities management, maintenance, or a related field is a plus)
• At least 2-3 years of experience in facilities maintenance, building management, or a similar role
• Experience in handling minor repairs, maintenance planning, and supervision of external service providers
• Fluency in Hebrew and good command of English (written & spoken)
• Basic knowledge of building systems (HVAC, fire safety, security measures).
• Basic proficiency in computer applications (MS Office suite, specialized tools/databases for data management).
  
  

• Premises Manager 1
  
  

• Tel Aviv delegation and it’s premises.
• Premises Budget of Tel Aviv Delegation.
  
  

• Internally, interacts with other ICRC employees and/or premises users.
• Externally, interacts with municipal authorities, landlords, suppliers and service providers.