The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization with the exclusively humanitarian mission to protect the lives and dignity of victims of war and internal violence and to provide them with assistance. It also endeavors to prevent suffering by promoting and strengthening International Humanitarian Law and universal humanitarian principles. The ICRC's Somalia Delegation in Nairobi implements the institution's humanitarian activities in Somalia.
CHANCELLARY SECRETARY – MOGADISHU
The Chancellery Secretary performs general secretarial duties independently. He/she Drafts and types routine correspondence, agenda keeping and various office work. He/she has contacts with external interlocutors (Embassies and UN Agencies) and ensures information flow within the Delegation
Main Responsibilities:
- Performs various office works which require basic computer knowledge and secretarial skills (e.g. as typing of standard correspondence, filing, mail preparation and distribution, photocopies, updating of lists)
- Translates simple documents for informal use
- Keeps the agenda of supervisor up to date
- Files non institutional documents according to a given plan
- Trains and organizes work for junior staff
- Provides general administrative support to the delegation
- Translates non institutional documents
- Ensures information flow within the department/delegation.
- Performs as focal point for all information management related matters for Mogadishu Office: gives basic Lotus Notes and Chancellery briefing for newcomers and helps all colleagues in Mogadishu with simple troubleshooting tips on lotus note.
- Reminds colleagues on importance of ICRC rules (writing letters in accordance with ICRC Protocol, template, register numbers, etc.)
- Manages the Mogadishu team box; distributes messages (including transfer of messages into different folders, shared under respective collaborative databases.
- Ensures up-to-date information on Document Sharing for Chancellery and by other departments and makes sure users are using ICRC mail system correctly
- Acts as in charge for updating data in Contacts databases and coaches all department for regular updates [1]
- Prepares letters for Head of Office signatures in accordance with the ICRC Protocol and also makes sure correct use of template, protocol for the letters prepared by other colleagues before getting Head of office signature.
- Takes appointments for Head of office with internal and external interlocutors upon request.
- Prepares, regular updates and attributes Mogadishu office’s telephone list & Organisation chart to all sub-sites and main Delegation
- Organises pouches between different sub-sites and SOK delegation, receiving pouches from other sites and ensures mail dispatch
- Performs general secretarial duties independently
- Translate simple letters from English to Somali and vice versa.
- Prepare minutes of meeting when required
- In collaboration with SOK welcome responsible, prepares the visa file having to be processed to the embassy.
- Organizes and keeps welcome filling in Mogadishu
- Be aware of the delegations objectives and activities
- Understand the three components of the Red Cross/Red Crescent Movement
- Apply the security rules at all times
- Respects and observes the staff regulations of the ICRC in Nairobi
- The employee may be asked to perform duties and task not covered in this job description as well as to provide support to other departments when necessary
Minimum Requirements:
- Secondary school level or technical college
- 2 years’ work experience in a similar field of activity
- Good knowledge of spoken and written English
- Good computer knowledge
- Capacity to adhere to and to implement procedures
- Good communication skills
- Rigor, method and analytical skills
HOW TO APPLY:
Interested and qualified persons with the required experience are invited to submit their application to theHead of Human Resources Department, ICRC Somalia Delegation, on the email addresssok_hrrec_services@icrc.org. Closing date is 13th August 2016. Please indicate the position title in the subject line of your email message.
NOTE THAT ONLY EMAILED APPLICATIONS WILL BE CONSIDERED.
Please note that only short-listed candidates will be contacted and canvassing will lead to automatic****disqualification.
