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 Purpose

To 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 Updates Ensure administrative issues related to operations management are sorted according to IFRC procedures. Formatting, editing and review of departmental reports

Requirements

Education :  Diploma in Office Management, Business Administration, and any relevant field.

Experience

At least 2 years in administrative support experience Experience in managing data, filing, basic financial and budgetary information Proven excellence in administrative support Experience working within an RC National Society and/or the Federation Secretariat Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment

Knowledge, Skills and Languages

Strong communication skills Computer Literate Ability to work under pressure and to deadlines Flexibility Accuracy and fine attention to detail Organised and self-starter in work prioritising Tact and diplomacy Excellent customer service Filing and Report writing skills Fluent spoken and written English Good 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 trust Values: Respect for diversity; Integrity; Professionalism; Accountability