IFRC recruits 01 Protocol/Logistic Officer

Protocol/Logistic Officer

Strong candidate identified

Closing date (Geneva time zone):10-06-2019

Duty station:Pretoria

Country:SOUTH AFRICA

Duty station status: N/A

Accompanied status: N/A

Duration:12 MONTHS

Category of Staff: National Staff

Grade: To be determined

Vacancy No:IFRC03134

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), IFRC 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 IFRC is served by a Secretariat based in Geneva, with regional, country cluster teams and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity 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 Movement; and expanding engagement with partners. The southern Africa Cluster Office, based in Pretoria, South Africa, covers 10 countries and the region faces three main challenges. Firstly, a capacity challenge, as several National Societies have just undergone transitions of leadership, structure and strategic direction. Secondly, coordination challenges as there are many Movement Partners in the region, but their portfolios are only loosely linked and would achieve more if unified. And thirdly, emergency response challenges, as parts of the region are prone to flooding, drought and civil unrest. The Southern Africa Cluster Office has a strong ambition to support NS’ in becoming leading national humanitarian organization in their countries.

Job Purpose

To provide assistance to the Southern Africa Cluster Office and contribute to the smooth running of the office in the areas of Protocol, Administration, Logistics, Finance and IT, under the overall supervision of the Senior Administration officer.

Job Duties and Responsibilities

Protocol and Administration

• Maintain office efficiency, ensuring that there are adequate stationary, kitchen suppliers and proper record of stationary.

• Buying office grocery regularly.

• Responsible for filling, maintain of admin and finance and retrieving documents from the archives by authorized users.

• Record, monitor expenses and raise payments for monthly invoices.

• Identify apartments for expatriates and ensure that all houses leased are equipped and properly maintained according to contract with the landlord and Federation rules.

• Organize the move in of the delegate to their apartments and ensure that all the house furniture are well in order.

• Booking flight tickets for delegates and National staff member.

• Booking of Hotel accommodation for delegates.

• Organize Office transport needs and Welcome services for international visitors and local staff.

• Administer cell phone SIM cards and Blackberries for authorized staff as well as office landline telephones for all staff and ensure effective cost monitoring and reimbursement of private calls.

• Assist with registering of the IFRC cars, service maintenance and cleaning of the car.

• Administration of monthly office supplier payments and hand them over to finance for processing

• Receiving and filing incoming letters and external documents.

• Managing incoming calls and directing them accordingly.

• Manning the Reception area always and ensuring that all visitors are well received and served

• Assisting with printing/photocopying of files for the finance department and other relevant departments upon request.

• Provide administration support to all delegates.

• Update the equipment tracking sheet quarterly and share with Nairobi after completion

• Update Office inventory quarterly and submit to Head of Office for signing.

Logistic

• Develop, disseminate and implement country specific import/export guidelines in line with the countries laws and regulations in the Southern Africa Cluster Region.

• Ensure adequate administration, coordination and archiving of local invoices (import/export, local registration, 3rd party insurance and the vehicle preparation) in the files and maintain a database with all associated costs.

• Coordinate the storage and movement of items in the storage facility.

• Ensure proper management of Fleet, monthly payment of fuel, Log Books are well maintaining, car servicing, maintenance of an updated filing system.

• Providing driving support for the office to deliver or pick up various items for the office, drive staff to the relevant destination when required.

• Ensure that the IFRC cars are clean at all time.

• Report all vehicle defects and any missing items to the Office Manager immediately no matter how minor.

• Check log books on a daily basis and ensure that recordings are kept up to date.

IT

• Focal person for Office IT needs and administer, computer, cell phone SIM cards and Blackberries as well as office landline telephones for all authorized staff.

• Keep updated all the IT assets inventories of the office and delegates’ house.

Education

Qualification Diploma in Administration, Public Relations, and Customer Care, Office administration, or any relevant field

Experience

Experience in office administration, and in any other relevant office support areas.

Work experience with RC/RC

Knowledge, skills and languages

Proficiency in the usage of computers and office software packages (MS Word, Excel, etc).

Fluently spoken and written English.

Competencies and values

Ability to work in a team, and occasionally under strict deadlines

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

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