Administrative Assistant

Office & Administrative
Qatar 🇶🇦
October 2, 2023

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Job Description

The Administrative Assistant provides versatile administrative support and performs the day-to-day Admin tasks including welcome (travel) arrangements, premises management, basic finance and admin tasks in addition to providing administrative support to the Head of Mission. S/he are also responsible for the update of information management and safekeeping it in the corresponding files and effectively contributes to the workflow of the mission.

Responsibilities include but not limited to:

  • Managing the personal agenda of the Head of Mission as well as coordination of the calendar of the mission (yearly planner);
  • Independent organisation of meetings and events and preparation of background documents and speaking points;
  • Collect information about hotels / flights and take the needed admin and logistics actions to book hotels or conference rooms being for ICRC visitor or events;
  • Apply and follow up on visas to countries of travel destination when needed for mobile and resident staff for professional reasons
  • Is in charge and focal person of all the protocol related aspects with ministries, court, embassies and other interlocutors;
  • Ensuring efficient information flows in the mission and that institutional policies and procedures are applied;
  • Ensuring the follow-up of email correspondence in support of the Head of Mission and managing the generic email account of the mission (attribution and transmission of messages to individual email accounts of the concerned members of Qatar team);
  • Establishes complete accounting documents including invoices, internal request, travel request, SR, PO (when applicable);
  • Preparation of the accounting batches as per accounting rules and procedures;
  • Cash management, drafting cheques and initiate the online payment orders, submit for approval and execution;
  • Settlement of working advances before final approval of administrator;
  • Take minutes of the regular Admin’s meetings;
  • In charge of shipments clearance/ dispatch for the Mission and the mobile staff for their beginning and end of assignment in collaboration with the logistics team;
  • Keep the supplier lists updated, introduce/ share the market recommended suppliers with Log Colleagues whenever needed;

Skills

  • At least 5 years of professional experience in a similar function preferably in an international organization
  • Data & digital literacy and experience with emerging ICT tools;
  • Very good command of English and Arabic, written and spoken
  • Strong organizational skills with an ability to prioritize, anticipate needs and take initiative;
  • Attention to detail and accuracy;
  • Excellent communication skills;
  • Basic accounting 

Start of work: ASAP

“The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates”.

Please submit your letter of motivation and CV not later than 12 August 2023

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