Health 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.

Purpose
The administrative assistant provides secretarial, administrative, logistic and finance support within the health department in the ILOT delegation.

Accountabilities & Functional Responsibilities
Information Management
Handle all aspects of information for the Health department, including organizing welcome packages for new staff (profiles, briefing schedules, permits), maintaining digital folders in Team Space, drafting, editing, and finalizing official correspondence, reports, minutes, and sharing information with relevant stakeholders. Ensure compliance with data management procedures, contribute to developing tools and systems tailored to department needs, coordinate the management of publications and promotional materials, and oversee document archiving.

Administrative Tasks
Support the implementation of projects and programs through administrative assistance, including scheduling and organizing meetings, preparing logistics, and managing materials. Provide interpretation support during meetings if needed. Assist with translations and proofreading into English, Arabic, or Hebrew, ensuring high-quality documents such as MoUs and agreements. Manage official documents, monitor and update the status of MoUs and partnerships, and ensure timely reporting to Health Coordinators. Follow up on Due Diligence and Partnership steps, support Project and Activity Management (PAM) procedures at field level, and prepare participants and technical setup for meetings, training, and conferences. Maintain and update contact lists, ensure adherence to ICRC administrative procedures, and manage Donation Certificates, acting as the countrywide Focal Point for tracking and follow-up.

Financial Management
Monitor and update the department's monthly budgets, advising teams on appropriate GO and account allocations. Track expenses, alert managers of anomalies, process authorizations for expenditures, and analyze actual costs versus forecasts. Support the development of budgets and financial forecasts with SITFIN, answer inquiries related to budgets and expenses, and ensure compliance with financial procedures and guidelines.

Logistics Support
Assist with logistics operations including forecasting, procurement follow-up, and stock management (near expiry, deadstock). Gather demand data from the field, link it with relevant GOs and accounts, and develop tools to streamline planning and requesting processes. Update and manage forecast files based on demand, coordinate procurement activities (samples, inspections), and ensure timely submission of requisitions. Share final forecasts with teams via spreadsheets, highlight any changes or additional needs for approval, and prepare monthly forecasts categorized by items and location. Represent the health department in trilateral and CDP meetings, ensuring logistics support aligns with department requirements.

Desired Profile And Skills

• High school diploma or equivalent training
• Two years' experience in a secretarial position
• Excellent command of English and Arabic; Hebrew is an asset
• Computer skills, including Microsoft Office suite, SharePoint

Additional Information

• Type of role: Resident Posting (field)
• Working rate: 100%
• Starting date:
• Location: JERUSALEM (JER)
• Job level: B1 (B1)
• Length of assignment: 1 year fixed-term contract (extendable)
• Type of position: Resident
• Application deadline: 23/09/2025

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 page.

People Management Responsibilities
No

Scope & impact

• Geographical remit: delegation-level (field).
• Financial remit: prepares and follows up on invoices (for meetings, etc.).

Relationships

• Internally, interacts frequently with all health staff members and other Log, IM, finance, and administration-related staff
• Externally, interacts with the health interlocutors upon request from the health coordination

Certifications / Education Required

• High school diploma or equivalent training.

Professional Experience Required

• Two years' experience in a secretarial position.

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