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Protection Administrative Assistant

International Committee of the Red Cross
3 місяця тому
01 вересня 2022

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance. The ICRC also endeavors to prevent suffering by promoting and strengthening humanitarian law and universal humanitarian principles. Established in 1863, the ICRC is the origin of the Geneva Conventions and the International Red Cross and Red Crescent Movement. Please visit www.icrc.org for more information. In 2014 and recently, the ICRC expanded its presence in Ukraine. There are more than 600 ICRC staff working in Kyiv, Donetsk, Luhansk, Dnipro, Poltava, Sloviansk, Odesa and Vinnytsiya.


Under the supervision of the Protection Coordinator, the Protection Administrative Assistant is responsible for the day-to-day running of the Protection department. S/he provides administrative and logistical support for the implementation of protection programs in the Kyiv Delegation.  S/he contributes to ensuring smooth and efficient operations, adequate reporting of activities, information management and effective budget management and helps to ensure the integration of the ICRC protection programs/objectives set within the delegation’s ambitions. 


Management of the Office

  • Is aware of protection general objectives and program implementation and manages the day-to-day running of the Protection office to ensure its well-functioning
  • Supervises the inventory of office supply (stationary, business card, …), maintains records of distributed materials and protection communication materials and the replenishment of the stock for the Protection Department
  • Keeps the Contacts DB (all protection units) and other relevant contact lists updated 
  • Follows up with the GIS for the development of maps
  • Independently drafts and finalizes correspondence with appropriate regard for institutional and cultural norms
  • Ensures contact with other internal departments (Welcome, Logistics, Administration, Premises, IM, and ICT etc.) to follow-up on for various needs of the Protection Department (incoming staff, visitors, repair work etc.)
  • Contributes to maintaining an optimal and conducive team environment
  • Respects and observes the staff regulations of the ICRC in Ukraine

       Flow of information and filing 

Under the technical supervision of the Executive Assistant & IM Officer, is in charge of the information management of the department: Ensures the administrative management of the Protection documents, in particular: 

  • Is responsible for the organizational structure of the TeamSpace 
  • Contributes to the electronic filing systems of the department through use of TeamSpace and Prot6, in cooperation with DATA managers, to the extent allowed by the level of confidentiality afforded to the post
  • Ensures reception and distribution of the of protection correspondence
  • Ensures reception and distribution of the pouches from sub delegations
  • Responsible to open, treat and distribute the incoming Protection bordereaux and to prepare and send the outgoing bordereau
  • Is the entry point for the reception answers and redirects incoming calls and callers' questions; welcomes visitors, provides them with information and directs them to the appropriate staff member 
  • Provides unofficial translation of documents
  • Follows up the activities of the protection department and contributes to the reporting of the department (Stats, reports...)

 Administrative and Logistic Related Tasks

  • Has an understanding of the budget of the Protection Department  
  • Is aware and respects all ICRC financial and administrative rules and procedures
  • Is aware and respects all ICRC logistic procedures and rules
  • Handles invoices for the department in cooperation with the concerned units (Protection of Family Links, Forensic, Detention, Protection of the Civilian Population) 
  • Contributes to the preparation and monthly follow up of CDP
  • Supports the Protection department with the preparation and closing of working advances
  • Supports the preparation of SRs when requested and follows up with concerned units/departments
  • Contributes to support the units, especially FOR, in maintaining records of distributed materials and their replenishment if necessary

 Meetings, events, field trips

  • In coordination with all relevant departments (Welcome, Log, HRH,..) manages logistical aspects of internal and external meetings and events (workshops, seminars, webinars, conferences, round tables…) including organization of movements, booking and preparing the location (material and technical setup), food, hotels, participants lists, perdiem, …. as well as contact and follow-up with participants before and after the event
  • Assists with administrative aspects of field activities, such as the organization of movements preparation of FTR, liaison with the relevant sub-delegations…
  • Organizes Protection briefings of new staff, establishes adequate and updated briefing files for new mobile and resident staff
  • May contribute to the drafting of minutes of workshops and meetings


  • University degree
  • 3 years’ work experience in a similar field of activity
  • Previous events organization is an asset
  • Good and rigorous organizational skills
  • Good oral and written communication skills in Ukrainian and English 
  • Good computer knowledge Microsoft Office Suite, SharePoint, Team Space, Outlook, 
  • Capacity to interact and liaise with a vast spectrum of actors, 
  • Capacity to adhere to and to implement procedures
  • Good oral and written communication skills including Microsoft Office Suite, SharePoint, Team Space, outlook, and IMB Lotus Notes
  • Good Negotiation skills

We offer rewarding and enriching work in a humanitarian and international environment, and also:

  • Initial training and on-boarding organized;
  • Opportunity to work and grow in an international working environment in the humanitarian sector;
  • Good working conditions and competitive salary with benefits.

 Starting date: ASAP 


Please submit your CV, along with your motivation letter in English and salary expectations to the attention of the Human Resources Department:

 Deadline for applications: 18.06.2022

 Only candidates meeting the above-mentioned criteria will be considered and contacted for tests and/or interviews. No queries by phone, please.

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