Administrative Assistant

What we do

Since 1863, the International Committee of the Red Cross (ICRC) has worked to preserve human dignity and relieve suffering caused by war and armed violence.

In collaboration with our Red Cross and Red Crescent partners around the world, we do everything we can to deliver life-saving aid, reconnect families and locate missing people – helping those who need it most, regardless of who they are and what side of the front line they are on.

We engage with authorities and armed forces on all sides, often confidentially, pressing for access to detainees to improve their living conditions and urging compliance with international humanitarian law to protect non-combatants, including from digital threats.

Purpose

Under the supervision of the MSSC Executive Assistant and Information Management Officer (MSSC EAIMO), the Administrative Assistant/Receptionist will be the first point of contact of visitors of the Manila Shared Services Center. She handles the front office reception, manages and endorses phone calls received. S/He works closely with the MSSC EAIMO and the IM network in MSSC in promoting good information management practices in MSSC, participates in content management (databases, collaborative spaces, calendars, inventory lists, etc.), documents and records management, and diplomatic materials inventory management. S/he provides administrative support on meeting and events management and assists FAD on office supplies management and Premises.

Accountabilities & functional responsibilities

Information Management (Under the guidance of MAN-MSSC EAIMO)

• • Manages and coordinates the Global Hub Manila Shared Calendar and ensures comprehensive overview of activities within the Global Hub.
  • Updates the list of contact information for all MSSC Staff intended for the SMS Test Blast/Emergency text information.
  • Participates in moderating MSSC Community page/s.
  • Assists in monitoring MSSC collaborative spaces and databases, including information updates in the reference tools.
  • Assists in the clean-up of documents and files on MSSC TeamSpace, ensuring that all files are properly tagged, stored and organized.
  • In coordination with the IM staff per unit, assists in the archiving of paper files in MSSC.
  • Assists the EAIMO in communicating Information Management-related updates and activities to select units within the MSSC that lack a dedicated IMO.
  • Acts as back up for PH Support Newsletters and other IM infographic announcements.

  Reception and Bordereau Management

  • Welcomes visitors, provides them with information and directs them to the appropriate staff member. Coordinates with the Building Reception and Admin for visitors and guests concerns.
  • Answers, screens, and re-directs incoming calls and answers caller’s queries, provides basic and accurate information in-person and via phone/mail.
  • Receives, sorts, and distributes daily mail and deliveries and digitalize billings for sending to concerned units.
  • Responsible for managing and coordinating the dispatch of external and internal mail to ICRC/Non-ICRC recipients, including HQ Geneva and other delegations.
  • Maintains office security by following safety procedures and controls access via reception desk (using door phone and logbook).

  Administration

  • By request of the MAN-MSSC EAIMO, supports in the organization and preparation for high level visits particularly on administrative and logistical arrangements.
  • Manages inventory of diplomatic materials in MSSC.
  • Assists FAD in the distribution of office stationery to MSSC Units and maintains inventory list.
  • Provides assistance related to premises in the absence of a Premises Staff Officer in MSSC.

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.

Reports to (role)

• Executive Assistant & IM Officer, Assistant & IM Officer, Head of Unit, Head of Sub-site, Coordinator

People management responsibilities

No

Scope & impact

• Geographical remit: delegation-level (field) or headquarters.
• Financial remit: prepares and follows up on invoices (for meetings, etc.).

Relationships

• Internally, interacts with staff within the MSSC.
• Internally, works closely with the IM network in MSSC and the IM team in Manila Delegation.
• Internally, interacts with the larger IM network (Region, HQ).
• Externally, interacts with commercial providers and visitors from the reception.
• Be collaborative with the other staff and delegates.

Certifications / Education required

• Bachelor’s degree in Business Administration, Office Administration, or a related field preferred.
• Excellent command of English; knowledge of other languages is an asset.
• Computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.

Professional experience required

• Two years experience in office administration or a similar support role.

• Strong organizational skills with exceptional attention to detail.

• Ability to prioritize tasks, work independently, and manage multiple responsibilities