Administrative Assistant

What we do

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance. The ICRC also endeavors to prevent suffering by promoting and strengthening humanitarian law and universal humanitarian principles. Established in 1863, the ICRC is at the origin of the Geneva Conventions and the International Red Cross and Red Crescent Movement. Please visit www.icrc.org for more information.

Purpose

The ICRC is looking for an Administrative Assistant to be based in its Myitkyina office. Under the supervision of the Water & Habitat Team Leader, the Administrative Assistant will mainly be responsible for supporting the Water & Habitat (WatHab) department with administrative and financial tasks and assist with data management duties.

Accountabilities & functional responsibilities

• Collect, verify, and update all project information in the WatHab Database on a monthly basis.
• Monitor distribution tracking, donation and handover certificates, and reconciliation checklists to ensure timely completion.
• Coordinate, verify, and formalize the monthly movement plan with WatHab team members during the last week of each month and submit it to site management.
• Advise WatHab colleagues on procedural and template changes, and provide general administrative support, including correspondence, meeting scheduling, calendar management, and office supplies.
• Translate short documents, prepare meeting minutes, and support the organization of workshops, seminars, and other events.
• Maintain and update departmental files, archives, and project records in TeamSpace and PAM, ensuring proper documentation and information sharing.
• Support institutional reporting by preparing PAM extracts, project status tables, and bi-weekly updates.
• Follow up on invoices, orders, contracts, procurement requests, and logistics deliveries in compliance with ICRC procedures, including the preparation of Supply Requests (SRs).
• Monitor departmental expenses, prepare cash-payment forecasts, coordinate payments with Finance and Administration, and maintain equipment, tools, stationery, inventory, and updated contact lists.
• Contribute to the improvement of administrative processes, maintain an organized office environment, stay informed about humanitarian trends, represent the ICRC professionally, and perform additional tasks assigned by the WatHab Team Leader.

What we offer

• A unique and rewarding opportunity to help the victims of violence in a fast-paced environment.
• Initial training and onboarding organized.
• A 12-month contract extendable.
• A competitive compensation package including medical coverage and transportation allowances.
• A training opportunity to develop and strengthen the quality of the services provided to our beneficiaries as well as to support our staff members’ professional and personal development.

Our values

• At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.

Reports to (role)

WatHab Operation Manager (Team Leader)

People management responsibilities

No

Certifications / Education required

• A diploma or degree in Business Administration, Management, or a related field
• Minimum 2 years of experience in administrative roles, preferably in a humanitarian or development organization.
• Good knowledge in Microsoft Office Suite (Word, Excel, PowerPoint) and database management tools. Experience with data management and reporting tools is an asset.
• Excellent command (spoken and written) of English (minimum level B2)
• Strong organizational and time-management skills with the ability to prioritize tasks.
• Basic understanding of financial processes and budgeting.
• Excellent written and verbal communication skills.
• Ability to work collaboratively in a team and maintain confidentiality.
• Attention to detail and problem-solving skills