Administrative Assistant 2

International Committee of Red Cross

Admin Assistant is charged with the responsibility of providing the administrative support to the EcoSec operations in Gaza and the West Bank, through ensuring that all programme processes are aligned with ethical programming standards and adheres to internal ICRC compliance processes, following clear and well-defined procedures.

The Admin Assistant shall ensure that all programme related documentations, databases, reports, admin and Logistical paperwork are up to date, timely and safely stored.

The assistant shall support the EcoSec programme coordination by ensuring continuous collaboration with all program partners, ensuring timely dispensation of documentation tasks by our implementing partners, while ensuring integrity and timely responses and program follow up.

Accountabilities & functional responsibilities

Working under supervision of the EcoSec Deputy Coordinator and working in regular collaboration with the EcoSec teams in Gaza, West Bank and Jerusalem the holder of this position shall execute the following responsibilities, while ensuring the smooth running of EcoSec activities in ILOT.

Programme Admin and Support Services.

• Ensures that the program data-collection devices, tools, planning and processes are all up to-date and accessible to the program teams.
• Responsible for organizing the Team Space and maintaining an efficient filing system, ensuring all documents are stored in relevant and accessible locations
• Contributes to team training, coaching and capacity building on office tools, such as Project Activity Management tool (PAM), and ensure the integrity and accuracy of all project proposals and documentations inputted.
• Remains the focal person for office-based data enumerators, PRCS volunteers and ensures that they are coached, guided and their work is monitored.
• Supports with program data entry, encoding, storage, mid-level qualitative and quantitative analysis and presentation.
• Is the focal person for community contact centre (CCC), therefore, receives program related feedback and community feedback, actions them and follows up, ensuring that the feedback loop is closed in a timely manner by respective program teams.
• Is the focal person with the Financial Service Provider to address and resolve BNF-related issues (complaint handling).
• Develop and manages effective community engagement approaches & communication channels and supports in analysis and reporting of feedback trends to guide decision-making and program alignment. (e.g., compilation of FAQs, organising collective sessions, lists community grievances prepared through community representatives, Camp management and community facilitators and CCC).
• Promote two-way communication, keeping communities notified of program steps and any alterations and updates in processes e.g. payment, meeting plans and organised site visits etc.
• Is responsible for organising external meetings called by EcoSec with implementing partners, supports in interpretation and translation of documents, drafting and the safe filing of minutes of meetings.
• Works in close collaboration with the EcoSec program team i in ensuring timely preparation of project Sales Requests (SR), Payment Requests, and extends the collaboration to the EcoSec Assistant in Jer following up on program dispositive paperwork, payment request, Sales requests and goods receipt acknowledgement.
• Is the focal person for distribution tracking (DTP), compiles reports discrepancies and swiftly follows up to ensure closure.
• Is the focal point for Admin and Logistics relations, documenting and monitoring goods shipment, Sales Request follow up and relations with partners on supplies of commodities
• Analyses strengths, weaknesses, opportunities and threats (SWOT analysis) to identify possible response options.
• Contributes to designing a good method for registering beneficiaries.
• Contributes to developing methods, plans, implementation, logistics and reporting for aid distribution.
• Carries out on-site aid distributions.
• Provides administrative support, archiving, filing and ensuring a timely planning for office space and resources for visiting teams.