VACANCY: Water and Habitat Administrative Assistant

The International Committee of the Red Cross (ICRC) is a neutral and independent international humanitarian organisation, which assists and protects victims of armed conflicts and other situations of violence. The ICRC is currently looking for staff for its operations in Iraq.

ICRC offers:

• By joining our organization, you will have an opportunity to practise your profession in stimulating, complex, and sometimes challenging environments, where your work can make a difference.
• You will work with colleagues from various fields of expertise in a cross-cutting manner to help victims of conflict and other situations of violence. You will be dealing with humanitarian situations that require experience, resourcefulness, and innovation to achieve the best possible impact.
• You will work for the oldest major international humanitarian organization in the world, adding to your sense of achievement in alleviating the suffering of people and communities and giving you the chance to promote humanitarian values in these turbulent times
• You will benefit from a competitive employment package, including different possibilities for career and personal development. You will take part in an onboarding course and follow continuous training, to build your career within the ICRC and beyond.
• The competitive compensation package, a monthly salary with benefits including (13th salary, end of service indemnity, medical coverage, life insurance, mobility allowance, and social security scheme).

Job Title: WatHab (Water and Habitat) Administrative Assistant

Level: B2

Duty Station: Iraq – Mosul Sub-Delegation

Reports to: WatHab Engineer 3 / Programme Manager

Duration of Contract: 1 year fixed term contract (with the possibility of renewal based on needs and performance).

Date of Issue: 06.08.2021

Deadline for applications: 16.08.2021

Objective:

The administrative assistant handles the administrative aspects of the WatHab operations in Ninawa Province and Iraqi Kurdistan Region (IKR). S/he supports the process and follow-up of complex procurements processes: two-steps international tendering, FIDIC based contracts for consultancy and works, (Federation Internationale Des Ingénieurs Conseil – International Federation of Consulting Engineers), and annual service frame agreements. S/he supports the management of contracts and formulation of all documents necessary to act their adjustments. S/he contributes to the formulation of the department procedures at the country level. S/he guides and trains WatHab project managers inaccurately applying ICRC logistic procedures, and the delegation rules on financial management. She informs the financial records of the programmes in Ninawa and IKR in close link with the administrative assistant to the coordination, controls the quality of the institutional reporting informed by WatHab project managers, organizes the department’s institutional filing, prepares and consolidates all documents necessary to process payment requests.

General duties:

• Understand and adhere to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understand and adhere to the ICRC Code of Conduct
• Understand the roles of the components of the International Red Cross and Red Crescent Movement
• Respect and observe staff regulations and security rules at all times
• Professionally represent the ICRC at all times
• Develop and maintain a pleasant and conducive working environment with colleagues and line managers
• Perform all duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

Main duties and responsibilities:

Financial management

• Ensure respect of the ICRC financial, administrative and logistical regulation rules in close coordination with WatHab programme manager, Logistic and Administration.
• Collect all necessary information from the WatHab Project Manager(s) to provide an expenditure plan for monthly cash-payments forecast and submit a summary to the Finance department.
• Plan all payments in coordination with the Finance and Administration department.
• Collect and compile all documents necessary to perform the payments (summary sheets, invoices, signed executed BoQ, etc), inform the contractor with the invoices requirements and follow-up payment once initiated with Finance and Administration departments.
• Together with the WatHab Project Manager(s), follow-up monthly the financial status of the projects.
• Together with the WatHab Project Manager(s), follow-up the spending and planned expenses of Authorisation of Expenditure (AoE) monthly.
• Provide the WatHab Delegate with regular updates on the financial situation of the WatHab department.

Administrative Management

• Organize and always maintain department's document files (hard and soft copies) up to date.
• Follow-up the filling for each project being initiated by WatHab, from assessment to completion.
• Organize, update and save all relevant project documents on TeamSpace, ProjectSpace, and the department Network Attached Storage.
• Create project files in an electronic database (WatHab Project Assistant application WPA).
• Upon request, represent the WatHab department during ICRC briefings and/or meetings.

Logistics Management

• Act as WatHab focal point regarding liaison with logistics department: support WatHab project managers to formulate requests, and follow-up procurement processes.
• Prepare the weekly movement plan, along with the WatHab team members, every Wednesday morning and submit it to the transport services STM.
• Create Supply Requests (SRs) for all projects upon request by WatHab Project Manager(s), file them and follow up their status.
• Follow-up with LOG the creation of Purchase Orders (ODs) for all projects
• Update and draft Request for Tender (RfT), Contract, Letter of Agreement (LoA), Handover of Site,
• Notifications Letters... and all key documents related to projects and collect signatures in due time by all parties concerned.
• Advice and inform WatHab colleagues on any changes of procedure and/or templates whenever possible.
• Seek advice with WatHab Co and WatHab Co Assistant and suggest improvements when possible.

Contacts with interlocutors and service providers

• Ensure the right documents are shared with external members of a project concerning confidentiality.
• Update the lists of interlocutors and contractors regularly.

Institutional reporting under the WatHab Project Assistant (WPA)

• Supervise the production of accurate weekly progress reports in collaboration with the WatHab programme manager. Guide WatHab project managers during the creation and the update of project reports and control the quality and consistency of their inputs.
• Inform all projects of the payments recorded by logistic and administration
• Extract and share the weekly update with the headquarters and the coordination

Internal reporting

• Upon request or in the absence of the WatHab Delegate, compiles and sends the Weekly Operational Report (WOR).
• Upon request, take minutes of WatHab internal and external meetings.

Education and Professional Experience required:

• University degree
• 2 years of work experience in a similar field.
• Excellent command of written and spoken English and Arabic.
• Good computer skills,
• Good analytical skills.

How to Apply: All qualified and interested candidates should forward their applications with a detailed updated Curriculum Vitae (CV) indicating email and phone contacts with a minimum of two professional references, a cover letter stating why you think you have the necessary skills and qualifications for the said job opportunity and your salary expectations. Marked to (mou_recruitment_services@icrc.org) with the subject line: SURNAME First Name/ Vacancy title.

Female candidates are particularly encouraged to apply.

Applications will only be accepted with valid residency and work permits in Iraq.

The successful candidate will undergo a three months’ probation period.

NB: If you have not heard from us within a month of receiving your application, please consider your application unsuccessful.

No Fee:

ICRC DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS INCLUDING (APPLICATION, INTERVIEW MEETING, OR PROCESSING).