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

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

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