Hospital Administrative Assistant

icrc • Gaza (GAZ), PS, 31794 • 3d ago

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 Hospital Administrator Assistant supports the efficient functioning of the ICRC’s Rafah field hospital by providing comprehensive administrative, Finance, human resources, and logistical support to the hospital administrator. The role ensures timely procurement of goods and services, accurate financial tracking, prepare monthly incentive payments for Hospital seconded staff, and proper record-keeping in line with ICRC procedures. It facilitates coordination with internal departments and external suppliers to maintain smooth hospital operations. The position contributes to inventory management and emergency preparedness efforts, ensuring the hospital remains responsive and operational at all times. This role plays a key part in maintaining compliance with organizational standards and supporting humanitarian health services in the field.

Accountabilities & functional responsibilities

Administrative Support to Hospital Administrator (25%)
- Provides daily administrative support including scheduling, organizing meetings, preparing documentation, and handling correspondence.
- Prepares Hospital Administration team monthly roster to be submitted for validation, ensuring proper staffing for all departments while respecting maximum numbers of hours.
- Ensures timely communication and follow-up on administrative tasks across departments.
- Ensures that all outsourcing activities and contracts—such as local consultancy, food suppliers, and transporters—comply with hospital policies and have relevant support documentation up to date.
- Coordinates the secondment and activities of PRCS volunteers assigned to the hospital in collaboration with respective departments, including preparing duty rosters and rotation plans, delivering onboarding briefings, and monitoring attendance. Provides ongoing guidance and support to ensure their effective contribution to hospital operations.
- Support the hospital management team to reinforce the hospital rules for staff and patients and caretakers.
Financial Tracking (35%)
- Tracks local hospital expenditures and ensures accuracy of procurement and payment records. Is responsible to manage the WAD under approval of Hospital Administrator.
- Assists the Hospital Administrator in ensuring expenditures align with financial objectives and flags any inconsistencies or concerns.
- Prepares monthly incentive payments for MOH-seconded staff, PRCS volunteers, local consultants, food transporters, and any other necessary payment. Gets the necessary approvals in coordination with the Finance and Administration department and follow up completion of the payments.
- Prepares weekly payments for daily workers, gets the necessary approvals in coordination with the Finance and Administration department and follow up completion of the payments.
Logistics and Procurement Coordination (10%)
- Facilitates urgent local purchases in coordination with the logistics department when necessary. Ensures timely delivery through obtaining competitive quotes and effective vendor management.
- Place SR for administrative purposes to support contracts.
- Assists with local procurement procedures in coordination with the procurement team. Maintains contact with local suppliers and service providers as relevant and in collaboration with the logistics team for ad hoc requests.
- Ensures service quality and monitors performance and contract compliance, reports any issues to Logistics team.

Non-Clinical Support Services (15%)
- Oversees and manages the daily activities of hospital-supported staff in non-clinical services, including cleaners, and laundry teams, ensuring that work is carried out efficiently, hygienically, and in line with ICRC standards. Reports to Hospital Administrator any relevant issues in staffing, shortage of material, change in process.
- Support the Hospital Administrator with the kitchen management and communicates with WCK for daily reception of the foods. Reports any issue or change in need to Hospital Administrator.
- Participate to the IPC committee as representant of the Hospital Administration team and ensure follow up as relevant, especially for the provision of non-medical items.
Emergency Response Support (5%)
- Provides urgent procurement and administrative support during MCI and emergency operations as per MCP plan.
- Participates in readiness planning and rapid-response logistics when needed.
- Coordinates with Emergency Teams (EMT) from PRCS and the Ministry of Health (MoH) to facilitate timely response in collaboration with Security Team Leader.
Record Keeping and Documentation (5%)
- Maintains organized, up-to-date records of patient’s files in collaboration with Data Manager, contracts, invoices, and administrative documents.
- Ensures compliance with internal policies and audit requirements.

Internal Coordination and Communication (5%)
- Coordinates regularly with finance, logistics, human resources of the Gaza SD and hospital medical departments to align on operational needs.
- Supports consistent implementation of ICRC standard operating procedures.
- Represents the ICRC in meetings with local community members and key stakeholders, facilitating clear communication and effective collaboration under the supervision of the Hospital Management.
- Provides interpretation during critical meetings, ensuring accurate communication between hospital management, ICRC delegates, and local partners.
- Supports the Community Contact Centre (CCC) by addressing and resolving technical related issues and complaints related to the Field Hospital. Ensures timely follow-up and case closure in the system, in coordination with relevant departments.

Education and Professional Experience Required

University degree(BA) in hospital/health structure administration or Business Administration.
Excellent command (spoken and written) of English and knowledge of the local language(s).
Minimum 3 years’ experience in similar field (Hospital setting)
Computer proficiency.

Additional information

Type of role: National staff
Working rate: Full-time (100%)
Starting date: April 2026
Location: Gaza Strip
Job level: B2
Length of assignment: 6 months fixed-term contract (renewable)
Application deadline: 28/03/2026
This vacancy announcement may close before the deadline once an adequate number of applications has been reached. Interested candidates are encouraged to apply as early as possible.

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.

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