Administrative Assistant 1 Full Time

PURPOSE

The Administrative Assistant 1 provides complex secretarial and administrative support to the Finance Department in Addis Abeba.

GENERAL DUTIES

• Understands and adheres to the 7 Fundamental Principles of the Red Cross/Red Crescent Movement;
• Understands and adheres to the ICRC Code of Conduct;
• Understands the three components of the Red Cross/Red Crescent Movement;
• Respects and observes staff regulations and security rules at all times;
• Represents the ICRC in a professional manner at all time;
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers;
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC;
• May be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary.

ACCOUNTABILITIES AND RESPONSIBILITIES

• Assists in handling the bookkeeping of medium/ large transactions in various currencies.
• Actively participate and assist Accountants in VAT reimbursement process.
• Participates in the monthly closure.
• Gives support during the absence of Accountants or Cashiers
• In charge of preparing and ensuring the final dispatch of the financial documents to Manila in collaboration with the finance team.
• Manage and ensure proper filing of both hardcopy and softcopy financial documents.
• The incumbent is responsible for the management of STM and Finance shared point space.
• Provide to support to non-finance staff regarding the finance procedure
• Follow up on regular updates of invoice and bank balances on the database
• Organizes fund transfers to the sub-delegations.
• Receives and reviews all financial documents and distributes for approval as per thresholds.
• Focal person for Delegation staff health voucher/document audit requests.
• In charge of invoice pre-registration as per rule on financial management.

In the absence of Accountants and Cashier or if it is needed, S/he will perform below specific tasks respecting the segregation of duty.

• Receives, records and cross-check cash payments and financial documents handed over by the cashier daily bases.
• Ensures proper entries of expenditure, income, and transfer into accounting application (IRIS) daily, respecting the ICRC chart of account.
• Performs daily cash control and produces daily cash statements using the accounting software.
• Handles cash disbursements and payments, including salaries and working advances.
• Applies the ICRC financial procedures for eventual discrepancies and reports them immediately to the Finance Head.
• Charges or records the expatriates’ account for private expenses, like telephone, fax, internet, duty free, etc. on monthly basis, and files copies for future reference.
• Settles Partner organization, Ethiopian Red cross society (ERCS) advances after checking their document and corresponding with the MoU.
• Keeping files of correspondence letters, financial documents.

• Fresh graduate of BA degree in Accounting/management/economics and other related subjects from recognized university with CGPA 3.5 and above.
• Fluency in English and good communication skills
• Good behavior to work with people from various cultures and professional backgrounds
• Readiness and willingness for self-learning and personal developments
• Excellent knowledge and use of Microsoft Excel.