Administrative Assistant

The Administrative Assistant provides secretarial and administrative support to the Protection Coordinator and related Protection programs. Responsibilities include handling financial clearances, coordinating with departments, managing supply requests, organizing events, and providing simple translation and interpretation support.

Responsibilities

• Handles clearances, SIM payments, petty cash, and maintains annual financial tracking systems for Protection programs (Forensic, RFL, and Detention).
• Coordinates with the Cooperation Department to secure SRCS clearances, verify supporting documentation, and ensure compliance with financial rules.
• Consolidates field requests for voice/data services, manages Working Advances, and processes payments to providers like Zain and Sudani.
• Manages supply requests (SRs) via IRIS, tracks material delivery with Logistics, and organizes stationery distribution for Protection staff.
• Prepares and uploads signed donation certificates into the TS system and shares them with the Khartoum (KHA) data team for filing.
• Collects inputs for monthly RMM forecasts, maintains tracking sheets, and coordinates schedules and logistics for trilateral meetings.
• Organizes events, training, and roundtables (including technical setups), and assists with briefing/debriefing incoming and outgoing Protection staff.
• Provides simple English/Arabic translation and interpretation for meetings, phone calls, and texts for the Protection Coordination team.
• Manages filing systems, updates timelines and charts, handles secretarial tasks (photocopying, stock management), and assists with hotline enquiries.
• Opens, prepares, and manages tracing mail (bordereau) to and from various ICRC offices globally, supporting the Nairobi-based data administrator.

Requirements

• High school diploma or equivalent training. University degree or equivalent certification an asset.
• Excellent command of English.
• Computer skills, including Microsoft Office suite (Excel in particular) and SharePoint.
• Two years' experience in a secretarial position.
• Strongly motivated by humanitarian work.
• Able to work under pressure in a potentially dangerous environment.

Skills

• Secretarial Support
• Administrative Support
• Financial Clearance
• Department Coordination
• Supplier Management
• Event Organization
• Translation support
• Interpretation Support
• MS Excel
• Microsoft SharePoint

Languages

English, Arabic