Overview
The ICRC Communication Unit is recruiting an Administrative Assistant to provide administrative and logistical support to the Communication, Legal (IHL), Weapon Contamination (WeC), and Armed Forces and Security (FAS) teams in Kyiv.
Key Responsibilities
- Support with internal procedures related to administration, logistics, and procurement
- Contribute to the respective units to prepare the Monthly Fund forecast, Integrated enterprise resource planning for logistics and finance (JDE) follow-up, Collective demand planning (CDP), etc
- Assist with organizing seminars, training sessions and workshops; liaise with internal and external contacts and service providers related to their work and follow up with travel and accommodation arrangements as well as on expenses
- Prepare for meetings by setting up rooms and materials, including technical set-up for conference calls, presentation, and video conferences
- Carry out secretarial tasks such as making photocopies, destroying documents, updating contact lists, and managing stationary stocks
- Apply information-management instructions and ensure compliance with procedures
- Draft and/or finalize correspondence, bordereaux, internal presentations, meeting minutes and other documents, sharing information among users.
- Update internal monitoring and reporting documents
- Support with the processes related to the creation of the publications and audio-visual and multimedia products such as books, brochures, videos/animations; maintaining Unit’s library and keep track of distribution of printed material
- Assist four departments (Communication, IHL, WEC, and FAS) with tasks including preparing, packing, carrying, and transporting heavy materials (e.g., published items, promotional materials) for events and activities, ensuring safe handling and timely delivery.
- Manage petty cash as per ICRC accounting/safety procedures
- Follow up and keep track of budget expenditures
Required Experience
A minimum of 5 years of experience in a secretarial or administrative role
Qualifications
High school diploma or equivalent education/training
