The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is” to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional office, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut)
Job purpose
To support the Head of Country cluster in the management of daily workflow within the cluster, provide administrative support, development and dissemination of key communication and information tools to internal and external stakeholders, as well as supporting communication, research and learning.
Job duties and responsibilities
Administrative Assistance
· Provide various duties including management of the calendar; receive and screen requests for meetings, drafting letters/faxes and other correspondence, drawing up programmes for selected visitors to the cluster.
· Receives and screens communications, prioritise, channel and facilitate communication between department heads.
· Develop and maintain databases for all external relations in the cluster.
· Follow up on administrative tasks and organize meetings for the Head of Country Cluster.
· Oversee travel and accommodation arrangements for the Head of Country Cluster, in liaison with the Travel Officer.
· Build and maintain a standard filing system.
· Prepare relevant documents for signing and ensure these are channelled to the right offices.
· Minute taking and dissemination of meeting reports.
· Support organization of workshops, trainings and conferences including preparation of information materials
· Schedule internal and external meetings with relevant support service functions
· Update Programmes team leave and travel schedules on monthly basis.
· Manage and facilitate the sharing of information in a timely manner in cooperation with other units, and to compile and file relevant information centrally.
Communication, learning and research
· Support the programmes and operations team to prepare press releases, key messages (advocacy), facts and figures and reactive lines as necessary to promote emergency appeals and programmes
· Support and respond to National Societies’ communication needs and requests
· Organisation and delivery of HD training courses throughout the region, including developing training materials and resources
· Support the organization of learnings events and learning documents
· Research and write case studies and web stories, newsletters and regional updates
· Carry out a context analysis focusing of the countries in the region on the political, economic, social and the humanitarian situation of each country when required
· Assist in any research needed by the Head of cluster
Duties applicable to all staff
1.Actively work towards the achievement of the Federation Secretariat’s goals
2.Abide by and work in accordance with the Red Cross and Red Crescent principles
3.Perform any other work related duties and responsibilities that may be assigned by the line manager
Position Requirements
University degree or Higher Diploma in relevant field
Courses in Secretarial studies/ Office Management;
Experience
3 years’ experience in secretarial/ office administration work Experience in an administrative/coordination role.
Experience in managing workflow Experience in office management principles and procedures
Experience in problem identification and solution.
Knowledge and Skills Excellent computer skills.
Excellent verbal and written communication skills
Good organizational and interpersonal skills
Strong client service/relations skills, good organizational and planning skills, ability to multi-task, attention to detail and ability to work with diverse backgrounds in a matrix environment
Knowledge and commitment to Red Cross Red Crescent Fundamental Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice
Languages Fluency in written and spoken English.
Working Knowledge of French
Competencies (to be filled in by HR) National Society Relations
Diversity
Teamwork
Communication
Professional ism
Innovation
Accountability
HOW TO APPLY:
Please click on the link to apply:http://www.ifrc.org/en/who-we-are/working-with-us/current-vacancies/
