Senior Administrative Assistant

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of 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.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

This position is located in the Financial and Administrative Management Department and provides cross-functional support with . Building and Office Services and as required with the Meeting and Conferences Services.

Job Purpose

The Senior Administrative Assistant is cross functional position within administrative services of the IFRC office in Geneva. The position will carry out administrative tasks in support of the Building and Office Services and Meeting and Conference Services. Its main tasks and reporting lies within the Building and Office Services. However, in case of large events or specific demands, the time allocation can vary.  The position holder will  require assuming driving tasks to process visas, take official documents to the notary and authorities. This position will also require the incumbent to act as the  replacement or support driver for Secretary General and President. The tasks will include administrative support including administrative procurement, processing transaction IFRC internal systems, correspondence with suppliers and service provider, supporting events.

Job Duties and Responsibilities

Driving tasks

• Deliver and collect document to Geneva and Bern Embassies and Missions to process visas, notary and other official documentation.
• Act as replacement driver for the Secretary General, President, and other officials as required during both working and non-working hours.
• Ensure regular reporting on official vehicle including fleet software reports.
• Adhere to both local traffic rules and the IFRC code of conduct.

 Administrative procurement tasks:

• Sourcing suppliers and issuing tender documents or requesting quotations according to procedures.
• Issuing purchase order and service contacts.
• Follow up and correspondence with suppliers and service providers on delivery of services.
• Invoices and supporting documents verification and validation for processing by accounts payable.
• Processing all transaction in IFRC system.
• Purchase and managing stationary suppliers and ordering of business cards

Housing tasks

• Support in day-to-day management of IFRC rented housing used by IFRC staff “10 studios”
• Carry out check in and check out, inventory, fill in occupancy plan.
• To support in handing all administrative matters such as: processing request, lease contracts, bank guarantees, request for payment and costs allocations

Job Duties and Responsibilities (continued)

Hotel Reservations

• Provide back up support to Hotel Reservation bookings.
• Process hotel invoices.

Large scale in-house events

• Provide back up support to logistical arrangements of large-scale events.
• Coordinate the Audio-Visual requests that require third party assistance.

Statutory meetings support

• Support the tendering process for third party service providers.
• Manage the move of required material from the Secretariat to the Conference venue and its return.
• Support the on-site meeting room set up

Other support

• Perform other duties as required by the
• Promptly escalate any issues and provide suggestions to the managers to improve the quality and efficiency of the administrative services.

Education

Required

• General secondary education certificate, High School Diploma or equivalent
• Driving licence category B

Preferred

• Driving licence category D1
• Admin experience including Office or Conferencing Services, and related Certification

Experience

Required

• 3-5 years of professional experience related to administrative support
• Working experience in an international environment

Preferred

• Working experience in an International organization or diplomatic mission
• Knowledge of procurement

Knowledge, Skills and Languages

Knowledge and Skills 

Required 

• Good computer knowledge (MS word, Excel)
• Good communication skills, discretion, cross cultural sensitivity, good presentation
• Teamwork, service-oriented approach
• Confidentiality and integrity
• Flexibility
• Organizational skills, conscientiousness, problem-solver approach, pro-activity  
• Local road knowledge and exceptional knowledge of traffic laws and regulations
• Excellent driving skills.

Languages 

Required 

• Fluent in speaking and writing in French
• Working level of speaking and writing of English

Preferred

• Knowledge of other official languages considered an asset (Spanish, Arabic)

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust