Assistant, Administration - Temporary Staff at International Federation of Red Cross and Red Crescent Societies (IFRC)

Job Purpose

• To support the IFRC Finance & Administration team in digitizing, organizing and maintaining physical and electronic records in line with IFRC records management and retention requirements.

Job Duties and Responsibilities

• Prepare, scan, index and upload physical files using the approved IFRC filing structure and naming conventions.
• Maintain accurate physical and digital archive inventories and tracking registers.
• Conduct 100% first-level quality checks to ensure scanned files are complete, legible, correctly named and properly indexed.
• Ensure clear traceability between physical files and their corresponding digital records.
• Identify records due for disposal in accordance with the Records Retention Schedule and support the approved disposal process.
• Retrieve, track and return physical files requested by authorized Finance, Administration or audit users.
• Maintain confidentiality and security of IFRC records, particularly financial and personnel information.
• Provide regular progress updates on files scanned, indexed, uploaded and quality checked.
• Support the Admin Officer and Accounting Officer with archive-related activities as required.

Duties applicable to all staff.

• Work actively towards the achievement of IFRC’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

• Diploma/Degree in Administration, Records Management, Information Management or a related field. Required.

Experience

• At least one year of relevant experience in filing, records management, administration or data entry. Required.
• Experience in scanning, electronic filing or SharePoint is an advantage. Preferred.

Knowledge, Skills and Languages

• Good computer skills, including Microsoft Office. Required.
• Strong attention to detail, accuracy, organization and confidentiality. Required.
• Demonstrated core proficiency in (a) digital communication & collaboration, (b) basic digital content creation, (c) digital safety & security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants. Required.
• Understanding of and commitment to IFRC’s mission and values. Required.

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.