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Assistant to the Belfast Office (Secondment Cover)

The International Committee of the Red Cross (ICRC)

Belfast

  • Salary:

    See Job Description

  • Added:

    12/01/2022

  • Closing:

    23/01/2022

ICRC UK & Ireland Regional Delegation

Belfast, UK

Assistant to the Belfast Office (Secondment Cover)

Context

The International Committee of the Red Cross (ICRC) is a neutral, independent and impartial organisation whose exclusively humanitarian mission is to protect the lives and dignity of victims of war and internal violence and to provide them with assistance. The ICRC directs and coordinates the international relief activities conducted by the Red Cross and Crescent Movement in situations of armed conflict. It also endeavours to prevent suffering by promoting and strengthening international humanitarian law (IHL) and universal humanitarian principles.

The UK & Ireland Regional Delegation maintains its offices within the British Red Cross Society (BRCS) headquarters in London. The objective of the ICRC Regional Delegation in London is to represent the ICRC to the UK and Irish authorities in the Republic of Ireland (ROI) and the National Societies in both countries. This includes: to develop and ensure ongoing relations with key UK/ROI-based stakeholders, including the legislatures, the armed forces and the diverse range of humanitarian actors based in the both countries.

1. Purpose

To provide administrative, financial, secretarial, research and information management support to the Belfast office according to ICRC standards and procedures. Maintaining the smooth functioning of administrative, electronic and financial systems and equipment, the Assistant will ensure that all staff and the office as a whole have the means to carry out ICRC’s role in Northern Ireland, as well as linking to ICRC’s structure through London to Geneva as required.

To ensure effective coordination of support to community projects, liaising closely with the Programme Officer designated to manage the day to day relationships.

2. Responsibilities

  • The Assistant’s primary responsibility is to ensure that the Belfast office functions in an efficient and effective manner by providing administrative, financial and secretarial assistance to the ICRC’s Belfast-based personnel.
  • Working in cooperation with the Head of Office, Programme Officer and other staff, the Assistant will oversee and manage financial and administrative aspects of the Community Projects as well as contributing to the development and monitoring of their performance.
  • The Assistant will also enhance the research capacity of the office by carrying out agreed research projects and providing support to other staff.

3. Main Tasks

Community Projects

  • Ensuring overall consistency and coherence of ICRC approach including budget and management issues.
  • Undertake the regular ICRC audit of community projects and share findings with community organisations.
  • Coordinate and oversee the internal and external audit of the accounting records, financial statements and special funds allocated to community projects.

Administration

  • Act as first point of contact for outside callers and written and email enquiries.
  • Take minutes of meetings and track and follow up any resulting deadlines involved.
  • Compile and finalise summaries and regular reports.
  • Prepare files on specific themes (e.g. for briefing purposes of visitors from headquarters).
  • Receive or supervise the reception of visitors and help to organise welcome and other events.
  • Act as Site Records Manager.
  • Ensure ICRC vehicles are maintained and safe for use by staff.
  • Ensure accurate reporting of HR information in respect of Belfast staff to London.

Financial

  • Responsible for the financial administration of the Belfast office including reconciliation of bank and credit card statements and handling petty cash.
  • Assist in developing and compiling the annual budget, assist in review and preparation of budget estimates.
  • Provide monthly financial and budget information to the London office and assist in resolving questions and issues.
  • Establish and maintain internal control procedures and ensure that accounting standards are met.

Secretarial

  • Write formal and informal correspondence and ensure optimum lay-out of documents.
  • Responsible for the general secretarial work of the office, organizing meetings, appointments and schedules.
  • Carry out and supervise tasks such as filing, photocopying, mailing, correspondence, ordering of supplies, etc.

Research & Information Management

  • Responsible for information management, maintaining and updating various databases.
  • Responsible for keeping appropriate administration and archiving systems in collaboration with staff in London.
  • Carry out agreed research tasks and projects.

4.General Duties

  • The Assistant understands the three components of the Red Cross/Red Crescent Movement.
  • Respects and observes staff regulations of the ICRC.
  • The employee 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.

The position within the institution requires to convey/carry a certain image of the ICRC. ICRC expects its employees to behave in an appropriate manner at all times and in all places. All members of staff should ensure their attitudes correspond to ICRC principles both during and after working hours.

Minimum required knowledge, experience and abilities/ Person Specification

  • University degree or equivalent.
  • Significant work experience in a similar position
  • Excellent command of written and spoken English.
  • Strong administrative skills, including computing competency
  • Good communication, presentation, organisational and analytical skills.
  • A proven ability to work independently and as part of a team.
  • High level of professionalism, including the ability to work in sensitive environments.
  • Strong sense of confidentiality and empathy.
  • Good interpersonal and networking skills.
  • Flexibility and willingness to travel.

Post Details

This is a resident position, full time 100% FTE (35hours per week), offered on a fixed term basis until the end of May 2022 as a Secondment cover, based in the ICRC Belfast office and it will be offered at Grade B2 - Belfast, currently starting from £31,460 per annum, dependant on experience.

This post is offered as a Secondment Cover in the first instance, for the current postholder who is undertaking an internal developmental opportunity. Subject to any further extensions of the substantive postholder in their secondment post, extension might be offered for the postholder appointed as the Secondment cover (maximum duration to the end of December 2022).

We currently operate on a hybrid office/homework basis, and there is an option to work from home for part of the week, subject to Government guidance and any change in advice.

Application Process

Please forward the following information to the London delegation HR/Welcome Officer, Mrs Claire Logan via clicking APPLY NOW

  • your CV (no longer than two pages)
  • covernote in support of your application, including:
  • your salary expectations
  • notice period/availability
  • right to work status in the United Kingdom (ICRC may assist with application for a visa for candidates who do not currently have the right to work in the UK).

Please note that speculative CVs not accompanied by a Cover Letter will not be considered.

Closing date for applications will be midnight on Sunday the 23rd of January 2022. Interviews are expected to take place on Monday 31st January 2022.

Job Snapshot

Job Type
Contract
Qualifications
See Description
Sector
Secretarial & Administration, Accountancy & Finance
Job Roles
Administrative Assistant, Finance Assistant
Min Experience
See Job Description
Employer Type
Company
Location
Belfast
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Employer Details

The International Committee of the Red Cross (ICRC)

Botanic House,
1 – 5 Botanic Avenue,
Belfast,
BT7 1JG

Job Ref:

ICRC-12/01

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