Contract Offered Salary :

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

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Job Description

  • 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

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
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