PURPOSE
Administrative Assistant 1 provides secretarial and/or administrative support.
RELATIONSHIPS
- Internally, is a first point of contact for all staff seeking to contact the management.
- Externally, is a first point of contact for anyone seeking to contact the management (by phone, post or email), such as ministers or representatives of ministries, high-ranking military officers, managers and coordinators of National Societies, UN representatives and other actors.
ACCOUNTABILITIES AND RESPONSIBILITIES
As Administrative Assistant
- 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 among the Administrative Team
- Drafts and finalizes correspondence, internal presentations, meeting minutes and other documents; shares information among users.
- Carries out secretarial tasks such as fililng, making photocopies, destroying documents and managing stationery stocks.
- Applies information-management instructions and ensures compliance with procedures.
- Facilitates MSSC Bordereaux: sending of office mail to Headquarters and the field offices.
- May be called upon to function as logistics assistant, where
- Prepares Purchase Orders for specific items (stationeries, coffee break consumables and cleaning materials).
- Create Work Order requests related to Archiving activities and updates the archives inventory lists.
- Prepares gate pass and work permit requests for staff/suppliers and coordinates with building administration for approval
Reception Management
- Welcomes visitors, provides them with information and directs them to the appropriate staff member
- Answers, screens and redirects incoming calls and answers callers’ questions
- Provides basic and accurate information in-person and via phone/mail.
- Updates lists and tables, telephone numbers, addresses, etc.
- Receives, sorts, and distributes daily mail and deliveries. Maintains the inventory of internal mail.
- Maintains office security by following safety procedures and controls access via reception desk (using door phone and logbook).
- Coordinates with the Building Reception and Administration for visitor and guest concerns
- Updates the MSSC Management in case of front desk emergencies or guest concerns.
- Updates calendars and assists in scheduling meetings or staff events.
SELECTION REQUIREMENTS
- University degree, with solid experience in reception and administrative work or equivalent
- Good computer skills, with experience in the use of Microsoft Office (i.e.Excel, Word, PowerPoint)
- Telephone management and verbal communication skills. Proficiency in English
WHAT WE OFFER
- Diverse and humanitarian-minded workforce
- An opportunity to contribute to institutional efforts to protect and assist conflict victims worldwide
- Training opportunities
- Flexible work schedule
How to apply
Qualified applicants are requested to submit their comprehensive and updated resume alongwith their motivation letter to https://careers.icrc.org/job-invite/27034/.
Only applications received through the career page link will be pre-screened/processed.
Deadline of application: 9 December 2024
Target Start Date: Immediately
Office Address: 32/F BDO Life Megaplaza, 358 Sen. Gil Puyat Ave., Makati City, Philippines
Only short-listed candidates will be notified.
This vacancy is open for Philippine residents only.