Administrative Assistant 2

Job Summary PURPOSE The Premises Administrative Assistant provides comprehensive administrative and organizational support to the Premises Department, ensuring the effective management of documentation, correspondence, records, and administrative processes. The role supports coordination among internal stakeholders, suppliers, and service providers; assists in the planning, implementation, and follow-up of premises-related activities and projects; monitors administrative workflows; and contributes to the smooth, efficient, and compliant functioning of the department in accordance with institutional policies, procedures, and standards. Value 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. RELATIONSHIPS Internally, interacts with other ICRC employees and/or the users of ICRC premises Externally (headquarters only), interacts with suppliers Main Responsibilities: Functional Responsibilities: Lease and utility management: Prepare, review, and manage lease agreements and amendments in English and Dari, ensuring accuracy and compliance with institutional requirements. Maintain lease records and update lease-related information in IRIS and other relevant systems. Process rental payments and ensure timely follow-up with landlords and relevant stakeholders. Manage rental tax matters, including coordination with tax authorities, obtaining tax clearances, and resolving rent-related issues. Provide guidance and support to landlords on applicable tax procedures and requirements. Prepare and process utility payment documentation and ensure the timely settlement of electricity and other utility bills. Procurement, inventory and asset management: Manage administrative and stationery stocks, ensuring adequate inventory levels and timely replenishment. Conduct direct purchases through working advances when required and in accordance with applicable procedures. Prepare and coordinate procurement requests for food, cleaning, plumbing, electrical, carpentry, and other maintenance-related materials. Monitor local market availability of administrative and maintenance items in coordination with Logistics to ensure quality standards and competitive pricing. Maintain accurate inventories of furniture, equipment, accommodation assets, housing materials, air purifiers, water filtration systems, and other premises-related assets, ensuring timely servicing, replacement, and replenishment where required. Coordinate with the Housekeepers Supervisor to maintain inventories of accommodation and housing-related items. Premises and maintenance support: Support the Premises Manager in planning, coordinating, and monitoring maintenance activities across offices, residences, warehouses, workshops, and other facilities. Consolidate, update, and follow up on maintenance reports, work orders, and corrective actions on a daily basis. Coordinate the preparation, dispatch, and tracking of premises-related materials and equipment to field sites and sub-delegations. Ensure proper waste collection and disposal arrangements are implemented in all offices and residences. Support office allocation and accommodation arrangements during relocations, transitional phases, or temporary setups. Manage and monitor cafeteria operations, including daily follow-up, user registration updates, coordination with service providers, and cost monitoring. Administration and financial support: 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. Job Requirements Five years’ experience in a secretarial position, preferably within the ICRC. High School Diploma or equivalent training. Excellent command of English, other languages an asset. Computer skills include Microsoft Office, SharePoint and IBM Lotus Notes. Experience of leading a team.