Administrative Assistant 2 (800641)

What we do

Since 1863, the International Committee of the Red Cross (ICRC) has worked to preserve human dignity and relieve suffering caused by war and armed violence.
In collaboration with our Red Cross and Red Crescent partners around the world, we do everything we can to deliver life-saving aid, reconnect families and locate missing people – helping those who need it most, regardless of who they are and what side of the front line they are on.
We engage with authorities and armed forces on all sides, often confidentially, pressing for access to detainees to improve their living conditions and urging compliance with international humanitarian law to protect non-combatants, including from digital threats.

Purpose

Administrative Assistant 2 provides complex secretarial and/or administrative support.

Accountabilities & functional responsibilities

• Supports implementation of projects and programmes.
• Produces statistics and updates data using specialized tools.
• Independently drafts and finalizes correspondence, internal presentations, meeting minutes and other documents; shares information among users.
• Updates the timeline, tables and charts, schedule and other tools and ensures invoices are followed up on.
• Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences.
• Independently carries out complex secretarial tasks.
• Assists with organizing seminars, training sessions and workshops; liaises with internal and external contacts and service providers related to their work and follows up on expenses.
• Contributes to producing tools adapted to their unit’s needs.
• Applies information-management instructions and ensures compliance with procedures, including in terms of user training (practices and tools) where needed.
• Keeps files up-to-date and ensures that records are managed properly.
• Prepare and process IRs, SRs, Working Advances (WAD), and other administrative and financial documentation in accordance with institutional procedures.
• Record, monitor, and track premises-related expenditures and maintain supporting documentation.
• Support the Premises Manager in budget preparation, expenditure monitoring, financial follow-up, and responses to accounting queries.
• Prepare overtime reports, per diem reports, salary documentation for daily workers, and other personnel-related administrative records.
• Maintain accurate records of staff attendance, leave, holidays, and related administrative information.
• Serve as focal point between the Premises Unit and PAC/HR departments on recruitment, contract administration, redundancy processes, and other personnel-related matters.
• Ensure all administrative and financial actions are completed accurately and within established deadlines.
• Maintain and regularly update premises databases and records, including service contracts, lease agreements, inventories, maintenance reports, and financial documentation.
• Digitize, scan, upload, archive, and manage premises-related documents in TeamSpace and other approved information management platforms.
• Act as the Premises Information Management focal point, ensuring compliance with document management, archiving, confidentiality, and information management standards.
• Prepare meeting minutes, correspondence, reports, presentations, and other administrative documents as required.
• Contribute annual planning and budgeting exercises for the Premises Department.
• Maintain regular communication with landlords, government authorities, service providers, contractors, and other stakeholders to facilitate premises-related activities.
• Submit weekly movement plans and other operational reports as required.
• Provide interpretation between English and national languages during meetings, site visits, and operational activities as required. Translate documents, correspondence, and reports between English and national languages, ensuring accuracy and consistency.
• Support the implementation of sustainability and environmental initiatives within the Premises Department.
• Participate actively in training, peer-support initiatives, and staff well-being programs.
• Act as delegated replacement for the Premises Manager during periods of absence and ensure continuity of premises operations and administrative functions.

Desired profile and skills

• Strongly motivated by humanitarian work
• Able to work under pressure in a potentially dangerous environment

Additional information

• Type of role: Resident.
• Working rate: 100%.
• Starting date: 01/10/2026
• Location: Kabul (KAB)
• Hardship : H0 : family posting and full amenities
• Job level: B2 (B2)
• Length of assignment: [[length]]
• Type of position: Resident
• Application deadline: 22 July 2026.

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.

Scope & impact

• Geographical remit: delegation-level (field) or headquarters.
• Financial remit: prepares and follows up on invoices (e.g. for meetings).
• Responds to non-standard enquiries where necessary.

Relationships

• Internally, interacts with staff within the delegation or headquarters.
• Externally, interacts with commercial providers.

Certifications / Education required

• High school diploma or equivalent training.
• Excellent command of English and/or good command of French (Diplôme approfondi de langue française level C1) depending on work location; other languages an asset.
• Computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.

Professional experience required

• Five years’ experience in a secretarial position, preferably within the ICRC.

Competencies

• IM systems and applications
• Communication
• Office tools mastery
• Events management
• Problem Solving
• Planning and Organizing
• Administrative management
• Professional standards, procedures, processes and compliance
• Service delivery