ADMINISTRATIVE ASSISTANT 1 (Procurement) 94 views3 applications

VACANCY ANNOUNCEMENT

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

For more information, visit website: https://www.icrc.org/

The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated and qualified person to fill:

• Position: ADMINISTRATIVE ASSISTAN       
• Grade: B1
• Duration of Contract: One-year fixed term
• Location: Addis Ababa
• Date of Issue: August 06, 2021
• Deadline for applications: August 16, 2021

Objective:

Administrative Assistant 1(Procurement) provides secretarial and/or administrative support.

GENERAL DUTIES

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC
•  May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

ACCOUNTABILITIES AND RESPONSIBILITIES

Processing of correspondence

• Ensures smooth flow of documentation within the Purchasing Unit
• Dispatches the documents requiring validation by HoP
• Ensures timely collection and distribution of unit’s external mail

 Filing 

• Learns and implements any changes to ICRC standard purchasing procedures
• Strictly follows ICRC Logistics Procedures
• Ensures that Purchasers provide all the documentation required for closing of Purchase Orders
• Ensures that proper PO files with all relevant documents are updated
• Ensures that purchase files are maintained, auditable and in good order

 Closing PO files over CHF 7’500 and below 

• On a monthly basis, ensures that all closed PO files with value over CHF 7’500 have all relevant documents, are auditable and in good order.
• Monitors Profile Moped and creates shells for missing files.
• Reporting to service desk on clean-up of wrongly created shells on Profiles.
• Schedules meetings for trainings and coaching as requested by reviewing team in Manila.

 Archiving 

• In charge of transferring Purchasing files to archives as per ICRC procedures.
• Ensures that only complete/inactive files are archived
• Ensures that PURCH Archives are maintained, auditable and in good order
• Provides documents from the closed PO files and/or Archives to the unit, on request
• Advises HoP about the PURCH Archives coming up for destruction
• Arranges destruction of old PURCH Archives according to ICRC procedure

 Suppliers’ Files Management

•  Forwards to Finance all requests for new supplier registration, approved by HoP
• Opens the file for each supplier and maintains related documentation according to the checklist
• Assists Purchases to update and maintain suppliers’ files
• Ensures that each Supplier’s file is updated annually and contain all the required documents

Opening and closing of Tenders

•  Launching of Tenders.
• Monitoring the responses and alerts Purchaser in charge before closing.
• Communicate any questions of suppliers to Purchaser in charge if send to the tenderbox.
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Reports and Statistics

•  Prepares monthly statistics reports for the unit on request.

 Replacing Purchasing Assistant

•  Replaces Purchasing secretary in his/her absence
• Ensures to have an overall knowledge of the ICRC financial limits and procurement procedures
• Receives Invoices form finance, analyzes them and compiles the documents required for payment, strictly following ICRC financial limits and procurement procedures
• Ensures that Invoices are validated in accordance with ICRC financial limits and procurement procedures

ADDITIONAL DUTIES

• Follows up on all work-related messages and correspondence with the relevant contacts and departments
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image
• Takes responsibility for their own professional learning and development

The employee may be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary

JOB REQUIREMENTS

• Experience in accounting, purchasing or business administration (preferred)
•  2 years work experience in a similar field
• Previous working experience with International Organizations (preferred)
• Excellent command of written and spoken English (Knowledge of French is an asset)
•  Advanced computer skills (Word, Excel, Power Point, Databases) and fluent internet user
• High organizational skills
• Rigorous, precise and honest with strong sense of responsibility and adaptability
• Knowledge of purchasing process is an advantage
• Willing to learn
• Good presentation