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 Assistant provides administrative support and is responsible for information management, either independently or under the supervision of Information Management Coordinator. She/he acts as a reference person for written protocols, correspondence and standard tools and for information management procedures and trainings in general. Main Responsabilities Being a support to the management, the Assistant & IM Officer screens, prioritizes, dispatches, and follows up on requests, calls and correspondence and has an overview of the delegation's activities and takes into account its priorities and challenges when making decisions. Flags issues and delays; produces and updates the timeline, schedules, and other tools. Supervises the updating of other units' contacts. Maintains an active professional network of use to the ICRC. Manages appointments and organizes meetings both internally and externally and takes minutes of meetings. Drafts formal and informal correspondence and translates incoming and outgoing correspondences for the attention of the Management. Compiles and finalizes summaries and regular reports. Creates electronic and paper files for the management, feed them with relevant documents and closes them. Carries out and supervises secretarial tasks (filling, photocopying, mailing, correspondence with subsites, ordering supplies, etc.) Participates in the organization of visits by donors and other major figures. Acts as access manager backup in coordination with peer colleagues within the Assistants & Information management Team. Contributes to the implementation of institutional frameworks, strategies, projects and/or programs linked to Information Management in the sub-site. Systematically briefs all new staff on information management and organizes regular training or information sessions. At least once a year, conducts missions to the offices and sites. Requests business cards and other ICRC stationery items (headed paper, envelopes, etc.) for the subdelegation and follows up the orders with the logistics center. Ensures that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules. Follows up the preparation and sending/receiving of the mail. Trains and support on Areas of expertise (i.e. correspondence, ICRC protocol and visual identity, use of standard computer technology and ICRC tools, document security and compliance with best practices throughout the information life cycle). General Duties Is aware of the Red Cross / Red Crescent Movement structure and the mandates of the three components and understand ICRC's mandate. Is aware of the Delegation's objectives and activities. Respects the security rules at all times. Respects and observes the staff regulations of the ICRC. Ensures that a good atmosphere is maintained with the other ICRC departments through adequate communication. Reports on problems (security) with accuracy and without delays. The employee may be asked to perform duties and task not covered in this job description as well as to provide support to other departments when necessary. Qualifications/Experience Three or more years' experience as an assistant in an international organization or company. University degree or equivalent training or experience. Fluent in Hebrew (native) speaker and Professional Command of English. Good command of other ICRC operational languages (French, Spanish, Arabic, Russian) an asset. Proactive, adaptable, forward-thinking and with a positive attitude. Experience working in international organizations, NGOs or other diplomatic organizations considered a strong asset. Advanced computer skills, including Microsoft Office suite, SharePoint. Valid manual driving license. What we offer Rewarding work in a humanitarian and multicultural environment A two-week orientation course and other opportunities for further in-house training Attractive social benefits Additional information Type of role: National staff Working rate: 100% Starting date: As soon as possible Location: Tel Aviv (TEL) Job level: B2 (B2) Length of assignment: 12 month contract (extendable) Application deadline: 09.05.2024 How to Apply Interested and qualified candidates are encouraged to apply using the button below, uploading a CV and cover letter in English. Please note this position is only open to candidates who possess legal authorization to work in Israel. Our Values At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.