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.