Under the direct supervision of WatHab Delegate, the Administrative Assistant 1 (WatHab) will provide secretarial and/or administrative support, ensure follow up and updates of specific files independently, assists the Field Officers in the implementation of projects or operational activities for the department and maintain contacts with interlocutors.

Main Duties and Responsibilities

• Plans in co-ordination with the administration and logistics all payments (contractors, suppliers). Checks all documents necessary for payment: invoices, final inspection reports, etc. Follow up payment with administration and logistics;
• Together with the project manager (WatHab Engineers), follows-up on a monthly basis the financial status of each project (including all contracts or POs signed as well as planned / additional works) and keeps the financial tracking sheet updated; 
• Sends weekly financial update to WatHab Coordination unit;
• Carries out secretarial tasks such as making photocopies, destroying documents and managing stationary stocks; 
• Applies information management instructions and ensures compliance with procedures;
• Send and receive internal and external messages and mails;
• Preparation/Scanning of documents, minutes of meeting and formats all official external correspondences to the ICRC standards and visual

identity;

• Organize all Water and Habitat internal and external meetings and/or trainings; 
• Implement filing procedure (paper and electronic) for institutional files;
• Ensure regular backup of institutional files and data drives;
• In charge of Water and Habitat equipment, tools and materials. Establish the list of material and follow up on their attribution;
• After having received documents from the engineers, co-ordinates with concerned parties (WatHab Delegate, Administration, Logistics and/or the contractor) for sending or signature;
• Updates and manages the WatHab Project Assistant (WPA) database, with input from engineer in charge of project and in coordination with the WatHab Delegate and the WatHab Coordinator;
• May provide capacity building to engineers on the use of the WPA and provide further technical support
• Writes and translates the correspondence to/from authorities and interlocutors;
• Acts as WatHab focal point regarding liaison with administration department;
• Supervises the weekly planning process of field trips (collect requests and sends for approval);
• Upon request of engineers prepares Supply Requests (SRs) and follow up their status on a daily basis;
• Provides technical support to engineers on all issues related to IRIS;
• Steps down knowledge on the use of IRIS to the engineers;
• Acts as WatHab focal point regarding liaison with logistics department;
• Receives the visitors and contractors, registers and treats/coordinates any information with confidentiality and accuracy;  •       Update the lists of interlocutors and contractors regularly;
• Support expatriate delegates with translation;
• Receive and assist Water and Habitat department external visitors;

Education and Experience Required

• University degree in Administration, business, Information Technology and social sciences. 
• 2 years’ work experience in field related to the work of the department 
• Fluent in English and Hausa. 
• Good report writing and analytical skills 
• Expert in computer knowledge especially in Excel and Word 
• Very good organizational and planning skills 

Desired profile and Skills

• Strongly motivated by humanitarian work 
• Ability to work independently and capacity to take initiatives when appropriate 
• Team-work oriented with sound communication skills 
• Sound empathy when dealing with people/beneficiaries 
• Sound capacity to strictly apply ICRC rules and working procedure  

How to Apply

• Send Curriculum vitae and contact details of three referees to [email protected]
• Clearly indicate “ABJ202000158 Administrative Assistant 1(WatHab), YOL” as the subject of your application (Applications intended for this role without this subject will not be treated)
• In the body of the mail, please indicate the following in the format as seen:
• Qualification(s)
• Current location
• Languages you speak
• Years of relevant experience

The deadline for the submission of applications will be 02.03.2020, 16:30hrs.  Late application will not be considered Only short-listed candidates will be contacted.

Equal opportunities shall be provided to all employees and applicants for employment based on their demonstrated ability and competence without discrimination based on race, colour, religion, sex, nationality, status, disability etc. 

(Female candidates are encouraged to apply)

However, ICRC will not request for any monetary payments from applicants at any stage of the recruitment process.