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Re-Opening Administrative Assistant in Sabha Office

Job Type: Full time | Company: International Committee of the Red Cross (ICRC) | Location: Sabha, Libya | Date posted: 27-08-2017

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 International Committee of the Red Cross (ICRC), Libya Delegation is recruiting an Administrative Assistant  in its office in Sabha, Libya. The Administrative Assistant will act as an Admin focal point in the Southern part of Libya for all administration related activities with support of  Finance & HR of Tripoli in cooperation with the Head of Sabha Office (HoO).

 

Main responsibilities:

 

Finance : Handle Sabha Office's cash disbursements and payments. Provides the cash statements on weekly basis to the Finance Responsible in TRI for verification. Checks all invoices and gets all the necessary signature before processing any cash payments; prepares the stickers for accounting imputation. Responsible for the cash box: the physical count must always correspond to the journal balance. Monitors working advances, clears them when receiving invoices and settles them at the end of each month.

 

Premises: Keeps all properties files updated at all times. Stays informed on the market evolution, keeps records and informs the HoO and Supervisor Keeps record of premises' utilities' (electricity, telephone, etc.).       Ensures proper maintenance of the premises and regular update of the inventories, including residence equipment inventories. Ensures that mechanisms for stock (i.e. coffee-break items, office consumables, cleaning products, etc.) control are in place. Ensures that the passive security measures are implemented. Performs regular check of the premises to assure that the state of the premises (maintenance, equipment, passive security) fulfils the requirements.

 

Staff Supervision : Supervises, organizes and controls the work of cleaners and security guards. Assures the quality of work by cleaner and security guards and d the continuity of their services as well as proper holiday/replacement management. Controls the distribution and use of cleaning products and other materials in the ICRC premises. Prepares the monthly schedule for the security guards. At the end of the year prepares the appraisal of the security guards and cleaner.

 

Travel Arrangement: Makes travel reservation upon travel request and after checking that it has been validated by HoO & Management focal point. Advices on hotel accommodation as well as on accommodation plan for new arrivals. Prepares and ensures that before paying travel invoices, all supporting documents are according to the Administrative procedures (validations, Travel request, Invitation message)

 

Human Resources:

 Employee files

·         Assists and provide necessary documentation and Information to HR Assistant in Tripoli to prepares and renews employment contracts and other works related to the labour office.

·         Responsible of following and requesting ICRC employees ID (new & renewal) from TRI.

·         Ensures that employees files are accurate, complete and properly stored.

·         Follows-up and records the holiday balance and other absences of employees and sends it to HR Responsible in TRI on monthly basis.

 

Salaries

·         Ensures that salaries in SAB are paid on time.

·         Records and monitors salary advances or loans and are reported to HR responsible in TRI on monthly basis.

·         Applies and ensures that the overtime policy and perdiem policy is respected.

·         Supervises management of absences and compensation of staff under supervision and liaises with other managers to ensure that all staff has taken their holidays by the end of the year.

·         Ensures that the Daily Workers policy is applied and that they are properly used and paid.

 

Recruitment

·         Assists the Senior HR Officers in Tripoli for job opening and collect the CVs locally.

·         Arrange the written test and facilitate the oral interview in coordination with Senior HR Officers in Tripoli.

·         Welcome the new colleagues in SAB.

 

Medical invoices

·         Explains ICRC health self-insurance procedures to employees.

·         Ensures that the self-insurance procedures are followed and implemented.

·         Records all medical reimbursement to employees to avoid over-reimbursements.

 

General HR

·         Supports the HR Responsible on the organization of the appraisal exercise.

·         Facilitate HR letters (letter to open bank account, to whom it may concern) in coordination with the HoO and HR responsible in TRI).

·         Any other related HR duties may requested by HRR or HRM.

 

Required background , skills and experience:

 

·High school level or diploma in Business Administration

·Minimum 3-4 years working experience in a similar field (working experience with INGOs  an asset)

·Very good command of spoken and written English / Mother tongue Arabic

·Very good computer skills (Windows, Lotus Notes, Office etc.)

·Excellent organizational and methodical abilities

·Service oriented with a strong sense for setting of responsibilities, priorities and flexibility.

·Good communication and negotiation skills

·Willingness to learn

·Ability to work independently and sense of initiative

·Interest for humanitarian activities (especially ICRC's).

 

Interested persons with the required background and experience are invited to submit their application with 3 references to tri_recruitment@icrc.org before 27.09.2017,with the subject reference "Administrative Assistant in Sabha” . CVs without mentioning position will not be accepted.

 

Please note that only short-listed candidates will be contacted for tests and interviews.

 

Best regards

 

Human Resources Department

ICRC Libya 

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Date posted 27-08-2017
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