Administrative Assistant 1 (800009)

Purpose The Administrative Assistant provides secretarial/administrative support and act as Information Management (IM) Focal point in the ABJ Delegation. Accountabilities & functional responsibilities Welcomes visitors, provides them with information and directs them to the appropriate staff members. Answers and redirects incoming calls. Provides answers to callers’ questions. Participates to implementing of all information management projects or programs linked to Information Management. Ensures that users understand the needs for change and supports these changes. Receives incoming paper mails, distributes them according to concerned individual or department. Prepares outgoing bordereaux and receives/distributes incoming mails. Briefs, guides, helps ABJ colleagues handling bordereaux. Checks all the outgoing correspondence to ensure that the ICRC protocol is followed in the Delegation. Organizes dispatch of outgoing letters. Maintains incoming and outgoing Chrono files and ensures that all outgoing letters are acknowledged by the receiver through dispatch office. Contributes to ensuring that rules for correspondence, document security, archiving and good usage of standard computer technology are properly followed and implemented. Manages ICRC visual identity stock in collaboration with relevant departments and sub delegations and other general stationary stocks for the management team. Makes sure that the stationary complies with the applicable visual identity rules and is responsible for keeping stock. Keeps his/her knowledge and skills up to date on standard computer technology, become involved in development relevant to his/her work, self-trains and adapt himself/herself as needed to support changes and pass on his/her knowledge (trainings, sending tips, etc) Supports the IM team in daily administrative tasks such as agenda, meeting and VIP visits organisation, contacts, compilation of documents and draft simple correspondence. Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences. Carries out secretarial tasks such as making photocopies, destroying documents, ordering supplies, etc. Maintains Management’s interlocutors list by updating it regularly. Reports to (role) Executive Assistant & IM Officer, Assistant & IM Officer People management responsibilities No Relationships Internally, interacts with staff within the delegation or headquarters. Externally, interacts with commercial providers.

Certifications / Education required Bachelor’s degree in communications, Business Administration, Computer Science, Social Sciences, or a related field. Very good and working knowledge of Computer software like MS Office (word, excel, PowerPoint), HCL Notes, and Sharepoint. Excellent command of English is a great asset and good capacity building skills. 1–2 years of experience in program and administrative related tasks. You must have a valid working permit to work in Nigeria