Assistant, Operations at International Federation of Red Cross and Red Crescent Societies (IFRC)

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian and development network, with millions of volunteers in member National Societies. We are guided by Strategy – our collective plan of action to tackle the major humanitarian and development challenges of the present decade. We will continue ‘saving lives and changing minds’ by focusing our work in three key areas: 1) disaster response and recovery, 2) development and 3) promoting social inclusion and peace.Job PurposeTo support the organisation, coordination, and structuring of HDCC internal work by organizing folders, developing work matrices, setting up calendar invites and timelines, producing meeting minutes, and other coordination/administrative ad-hoc requests.Job Duties and Responsibilities File Management Define an adequate structure for the HDCC SharePoint folder and sub-folders, and organize the content accordingly. Internal Reporting and Coordination Mapping all meetings and internal reporting requirements for the HDCC team and set up a monthly calendar matrix for these events/tasks.Share calendar invites through outlook and send regular alerts. JTF Management Define a calendar for Joint Task Forces, prepare an agenda, send invites, draft meeting minutes (get validation and share).Develop a calendar with a rotation for “on call” team members over weekend and holiday periods. Operations Reporting Follow up with PMER team on the reporting timelines for each of the operations and send alerts to responsible OPS coordinators/managers.Review and set up of #Africa HDCC email groups for tech. review, and ops task forces etc. as well as review others.Prepare HDCC Weekly UpdatesEnsure administrative issues related to operations management are sorted according to IFRC procedures.Formatting, editing and review of departmental reports RequirementsEducation : Diploma in Office Management, Business Administration, and any relevant field.Experience At least 2 years in administrative support experienceExperience in managing data, filing, basic financial and budgetary informationProven excellence in administrative supportExperience working within an RC National Society and/or the Federation SecretariatWork experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment Knowledge, Skills and Languages Strong communication skillsComputer LiterateAbility to work under pressure and to deadlinesFlexibilityAccuracy and fine attention to detailOrganised and self-starter in work prioritisingTact and diplomacyExcellent customer serviceFiling and Report writing skillsFluent spoken and written EnglishGood command of another IFRC official language (French, Spanish or Arabic) Competencies, Values and Comments Core Competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trustValues: Respect for diversity; Integrity; Professionalism; Accountability