Ethiopie

IFRC recruits 01 Administrative Assistant

IFRC recruits 01 Administrative Assistant

Administrative Assistant
Closing date (Geneva time zone):09-03-2019
Duty station:Addis Ababa
Country:ETHIOPIA
Duty station status: N/A
Accompanied status: N/A
Duration:One year
Category of Staff: National Staff
Grade: Not applicable
Vacancy No:IFRC02829
Background
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
Organizational Context
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 Danish Red Cross (DRC) has been present in Africa for more than three decades. Currently DRC is engaged in 14 countries in Africa with annual expenditure of approximately DKK 150 million and 35 international staff (delegates). In these countries, DRC supports the Red Cross/Red Crescent (RCRC) National Societies (NS) in the fields of emergency response, resilience building, preparedness, health, psychosocial support, youth action, migration and organisational development. Recently, DRC has established a one Africa region structure with one regional setup providing strategic direction, operational oversight, technical advice, programme coordination, finance, administration, portfolio support to all the country programmes in Africa. As part of the one Africa region model, DRC is aiming to focus and scale our portfolio in Africa to ensure sufficient depth/expertise, volume, maximal impact and cost effectiveness of the programmes. DRC has its main regional office in Addis Ababa (Ethiopia) and a sub-regional office in Dakar (Senegal).
Job Purpose
The Administrative Assistant shall provide support to the DRC staff members in the regional office in Addis Ababa with the aim of ensuring the efficient, effective and timely administration and running of the regional office.
Job Duties and Responsibilities
Under the supervision of the Head of Region, carry out administrative and logistical tasks related to the regional office. This will include:
Ensure implementation of DRC’s administration procedures within the region, and provide appropriate guidance to DRC staff members – e.g. with regard to purchasing of phones and housing policy.
Contribute to efficient communication, coordination and harmonization between the regional offices in Addis Ababa and Dakar on administration issues
Assist with the planning and follow-up on office and regional office meetings and regional meetings, including preparing invitations, maps and agendas, as well as taking minutes
Ensure that the contact lists for DRC staff in Ethiopia is always updated and available to all DRC staff members
Management of the DRC guest house in Ethiopia, including keeping an overview of the guesthouse users, ensure that the cleaner is paid and perform monthly visits to ensure everything is in order
Facilitate purchasing of office supplies purchase (water, toner etc.)
Ensure that the DRC welcoming note is always updated and shared with visitors prior to arrival together with IFRC security guidelines
Follow-up on issues relating to the reginal office driver, vehicle repair and fuel
Assist DRC staff members in scanning and copying of documents
Carry out administrative tasks related to filing and assets management
Liaise and follow-up with IFRC on services provided to DRC staff members as part of the integration agreement. This will include:
Supporting DRC visitors to Ethiopia in obtaining visa and booking accommodation and airport transfer
Supporting regional office staff and delegates with following up on residence maintenance issue
Following-up with IFRC on facilitating resident permit for incoming delegates
Maintaining an updated file of IFRC templates like logistics requisitions, GRN, working advance settlement         sheet and cash refund templates
Under the supervision of the Regional Finance Manager:
Support the regional finance team in undertaking quality control of cash requests, project budget and reports and delegates’ financial reports
Assist the regional finance team with filing and assets management
Settle DRC delegate in country expenses and travel claims
Facilitate working advances to delegates
Any other duties as may be assigned by the Head of Region and/or the Regional Finance Manager
Communication in relation to the tasks:
Day-to-day communication with the DRC Head of Africa Region and Regional Finance Manager
Coordination and regular communication with DRC staff in the regional office
Communication with relevant staff of the IFRC Ethiopia office
Communication with DRC delegates and visitors to Ethiopia
Education
University Degree in Administration or another business – related field
Experience
3-5 years of relevant experience
Experience in workshop planning and organization
Experience in an administrative/coordination role
Experience in managing workflow
Knowledge, skills and languages
Strong communication skills, both written and verbal
Excellent computer skills, including knowledge of Microsoft Office applications such as Outlook, Excel and Word
Structured and good at planning
Intercultural competencies, open-mindedness and patience
Humour and team spirit
French language skills will be an advantage
Fluency in written and spoken English and Amharic
Competencies and values
Able to work in a team
Flexible and adaptable to changing working conditions
High degree of integrity, proactivity and discretion in personal conduct
Self-motivated, with good judgement and initiative
Able to prioritize tasks and meet deadlines
Communication, coordination, networking and facilitation skills
Comments
The Federation is an equal opportunity employer.

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