Administrative Assistant 1

Reports to (role)

• Head of Unit

Purpose

Administrative Assistant 1 provides secretarial and/or administrative support.

Accountabilities & Functional responsibilities

ACCOUNTABILITIES AND RESPONSIBILITIES 

• Functional Responsibilities:
• Updates and retrieves data in/from specialized tools and databases. 
• Creates and maintains paper or electronic files up-to-date. 
• Follow-up on specific processes. 
• Drafts and finalizes correspondence, bordereaux, internal presentations, meeting minutes and other documents; shares information among users. 
• Updates the timeline, tables and charts, schedule and other tools and ensures invoices are followed up on. 
• 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 and managing stationary stocks. 
• Applies information-management instructions and ensures compliance with procedures.
• May be called upon to manage petty cash.

SPECIFIC ACTIVITIES 

• Ortho Work – Office activities (Secretarial duties)
• Photocopies and distributes messages to all concerned departments.
• Pays the salaries.
• Opens individual file and keeps it up-to-date at all time.
• Prepares and co-signs employment contract and other
• Contractual documents.
• Records and follows-up absences.
• Provides statistics or other reports when required.
• Be aware of the Orthopaedic Centre’s activities and objectives

People management responsibilities

Yes

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 delegation or headquarters.
• Externally, interacts with commercial providers.

Certifications / Education required

• High school diploma or equivalent training.
• Excellent command of English; other languages an asset.
• Computer skills, including Microsoft Office suite.

Professional Experience required

• Two years’ experience in a secretarial position.

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