IFRC recruits 01 Office Assistant/Driver
Office Assistant/Driver
Closing date (Geneva time zone):05-03-2019
Duty station:Zimbabwe, Harare
Country:ZIMBABWE
Duty station status: N/A
Accompanied status: N/A
Duration:12 months
Category of Staff: National Staff
Grade: To be determined
Vacancy No:IFRC02845
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) is the world’s largest humanitarian network, reaching 150 million people each year through its 190 member National Societies. The Organization acts before, during and after disasters and health emergencies in order to meet the needs and improve the lives of vulnerable people. Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality) and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade. The International Federation of Red Cross and Red Crescent Societies is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity. The mission of the Secretariat is to build a humane, dignified and peaceful world by helping National Red Cross and Red Crescent Societies to become stronger, promote their interests globally, and enable them to work together effectively as the International Federation.
Job Purpose
The Office Assistant will be responsible for providing assistance to the Southern Africa Cluster Office in supporting with general administration, assisting with driving in case of relieving/emergency support, taking care of the vehicles and logistics of the cluster.
This position will support the cluster office in Zimbabwe, reporting to the Finance and Administration Officer based in Zimbabwe Cluster office.
Job Duties and Responsibilities
Manning receptionist area
• Receiving and filing incoming letters and external documents.
• Welcoming visitors at receptionist, managing incoming calls and directing them accordingly.
• Ensuring that the reception area is clean at all time.
• Organising refreshments for visitors.
Procurement
• Maintain office efficiency, ensuring that there are adequate stationary, kitchen and cleaning suppliers and proper record of stationary.
• Buying office grocery and stationary regularly.
Filling
• Responsible for printing and photocopying monthly Finance documents and general documents.
• Responsible for filling, maintain of admin, finance and retrieving documents from the archives by authorized users.
• Perform any other duties as may be assigned from time to time by Head of Delegation, the Finance and Cluster Fleet Officer.
Finance Administration
• Administration of monthly office supplier payments, record, monitor and raise payments for monthly invoices and hand them over to finance for processing.
• Compilation of VAT refunds for validation by Finance.
• Administer telephone costs for authorized staff as well as office landline telephones for all staff and ensure effective cost monitoring and reimbursement of private calls.
• Photocopying of monthly Finance documents and filing.
Supporting delegates/staff with onboarding
• Booking flight tickets for delegates and National staff member.
• Booking of Hotel accommodation for delegates.
• Provide administration support to all delegates, i. e Visa application.
• Arranging work station and stationary to staff members when needed.
• Organize Office transport needs and Welcome services for international visitors and local staff.
Driving and Vehicle administration
• Assist with registering of the IFRC cars, service maintenance
• Providing driving support for the office to deliver or pick up various items for the office, drive staff to the relevant destination when required. (This may involve driving in the region).
• Ensure proper recording of fuel requests and withdrawals.
• Monthly reconciliation of office fuel stocks.
Education
“O” Level certificate
Driver’s licence – Class 4
Experience
Experience of working for the Red Cross/Red Crescent or a humanitarian
Good inter-personal communication skills (English and at least one local language -written and spoken) a must
A minimum of two to three years of experience in general administration.
Knowledge, skills and languages
Basic knowledge in the usage of computers and office software packages (MS Word, Excel, etc)
A Good team player, with ability to interact tactfully and effectively with staff at all levels in a multi-cultural environment
Willingness to travel to remote parts of the country
Knowledge of driving rules and regulations, chauffeur protocol and courtesies, and local roads and conditions.
Competencies and values
High degree of integrity, discretion, and personal conduct
Flexible and adaptable to changing working conditions
Self-motivated, with good judgment and initiative
Good verbal and written communication skills
Good interpersonal skills
Sensitivity to diversity
Good level of attention to detail
Pleasant personality
Comments
only online application will be accepted