Administrative Assistant

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Our values

• 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

Purpose

Under the direct supervision of the Deputy Movement Cooperation Coordinator, the Administrative Assistant is responsible for providing administrative and logistical support related to Movement partners. This includes, but is not limited to, organizing field visits, security briefings, meetings, keeping electronic filing up to date, and facilitating communication between Movement partners and the relevant departments.

In addition, the Administrative Assistant 2 plays a supporting role in managing financial processes within the Cooperation team. In the absence of the Cooperation Accountant, she/he ensures the finance file is properly followed up, payments requested by the Sudanese Red Crescent Society (SRCS) are executed in a timely manner, and settlements are processed accurately and efficiently. This includes reviewing payment requests for compliance, close coordination with concerned departments and Finance and Administration department (FAD), and ensuring financial records are regularly reconciled with FAD and SRCS Finance focal point.

Reports to (role)

• Deputy Cooperation Coordinator

Accountabilities & functional responsibilities

• Contributes to the implementation of Cooperation objectives related to strengthening Movement coordination.
• Maintains a constant overview of the Movement’s activities, capacity and overall support to SRCS.
• Organizes field trips including travel requests and hotel bookings (where needed) for Movement partners by liaising with relevant ICRC units; Welcome, Fleet, SCMS and field structures.
• Performs all administrative tasks related to Cooperation, including the preparation of donation certificates, service requests (SRs), organizing meetings, drafting and finalization of correspondence and meeting minutes, making photocopies, destroying documents, and managing stationery stocks.
• Shares relevant general information, such as the daily media scan and Trak Spotlight, with Movement partners.
• Ensures that cooperation agreements are properly filed in the Team Space, manages Red Loop platform, and keeps the SRCS briefing files up to date.
• Arranges security briefings for new and regular Partner National Society (pNS) visitors.
• Additionally, maintains and regularly updates the pNS presence, contact, and mailing lists to ensure accurate and up-to-date information is readily available for communication and coordination purposes.
• Translates documents between English and Arabic upon request, ensuring high quality, accurate translation, and appropriate use of terminology. All translations are delivered within agreed deadlines, adhering to confidentiality and professional standards.
• In the absence of the Cooperation Accountant, prepares payment requests related to the SRCS, coordinates with other departments to ensure the timely clearance of financial returns, and addresses any outstanding issues, and ensuring compliance with the agreed financial rules and administrative procedures.
• In the absence of the Cooperation Accountant, conducts reconciliation of financial records. This includes reviewing and verifying financial data, ensuring accuracy and consistency between the records of the ICRC and the SRCS, and addressing any discrepancies. The role also involves ensuring that supporting documentations are complete, compliant, and properly archived.
• In the absence of the Cooperation Accountant, provides guidance and support to other departments on financial matters related to the SRCS. This includes clarifying financial procedures, assisting in the preparation of payment requests and settlements, and ensuring compliance with financial rules and administrative procedures.
• Coordinates with other departments in obtaining signatures on clearance of returns received from SRCS.

Desired profile and skills

• Strongly motivated by humanitarian work
• Able to work under pressure in a potentially dangerous environment

Certifications / Education required

• University degree in administration, finance, accounting, data and information management or related field.
• Fluency in English, good communication and translation skills.
• Computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.

Professional experience required

• 3-5 years’ work experience as Administrative Assistant, project finance clerk or management or similar tasks.

What we offer

• Rewarding work in a humanitarian and multicultural environment.
• Competitive employment package with medical insurance.
• In-house training opportunities for personal development.

Additional information

• Type of role: National Staff
• Working rate: 100%
• Location: Port Sudan with possible field visits
• Type of contract: Fix-term contract (Extendable)
• Length of assignment: Six months(Extendable)
• Application deadline: 08 July 2025
• Desired starting date: September 2025