Executive Assistant

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network.  The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies.  Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement.  The overall aim of the 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.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world.  The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies.  The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners.  The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut).

This position is part of the IFRC’s Country Cluster Delegation for DRC, Congo-Brazzaville, Burundi, Rwanda (called the “Kinshasa Country Cluster).  It will be physically based in Kinshasa.  It will report to the Senior Support Services Assistant in Kinshasa, with a technical reporting line to the head of the cluster delegation

Job Purpose

The Executive Assistant will focus on supporting the Head of Delegation to ensure that the agenda of activities and other operations are well coordinated between all sub-base offices, members of the Red Cross movement in cluster countries and other external partners. Represent the IFRC in Kinshasa with internal and external partners. He/she will also support the organizational needs of the delegation in supporting other activities within his/her unit.

Job Duties and Responsibilities

Internal and External Relationship Management

• Promote key internal and external relationships in Kinshasa, including with the DRC RC, IFRC cluster delegation, PNS, ICRC, donors, host government, UN and other INGOs,
• Facilitate knowledge management, cross-border cooperation and lessons learned synthesis
• Prepare monthly management report, monthly reports, and other reports according to standard administrative correspondence required, fill out forms for administrative actions and record actions taken,
• Schedule briefings and debriefings with Secretariat, PNS and ICRC representatives with relevant regional departments and National Societies as required,
• Work closely with the administration and support department to establish a mechanism for expression and exchange by linking the different IFRC departments, PNS and NS DRC, NS Congo, NS Rwanda and NS Burundi as well as the ICRC to promote exchanges,
• Work closely with the administrative department to design and organize internal and external events in line with the delegation's strategic objectives,
• Assist the Head of Delegation in all communications with internal and external partners of the Red Cross movement,
• Prepare and maintain a database of all delegation personnel.

Secretary and administrative tasks

• Coordinate the Head of Delegation's needs for meetings and arrange meetings, prepare notices and minutes and take necessary notes.
• Review all outgoing correspondence prepared for the Head of Delegation; edit as necessary to ensure correct spelling, grammar, translation, interpretation, and format.
• Draft monthly reports and other reports/documents such as administrative correspondence to required standards,
• Completes forms for administrative actions and maintains records of actions taken
• File hard copy and electronic delegation documents and prepare PowerPoint presentations, charts and graphs as required by the Head of Delegation and/or his/her department
• Manage the Head of Delegation's calendar, coordinate and adjust itineraries, schedules, and confirm appointments and meetings as necessary as appropriate.
• Ensure the proper daily maintenance of the office and the movement of the HoD
• Ensure the follow-up and filing of documents to be signed by the HoD

Reception

• In collaboration with the administration, prepare travel documents for the head of delegation and/or other delegation personnel as needed and according to the request (visas, mission order, accommodation, purchase of air tickets, etc.)
• In collaboration with the administration, keep up to date the various residence documents of the expatriate staff and their families as needed (renewal of residence permits, organization cards, diplomatic cards,)
• In collaboration with the administration and the fleet, ensure the arrival/departure of personnel at the airport.
• If necessary and as requested, prepare travel agency and hotel invoices, and submit them to the financial department for payment.

Promote internal coordination:

• Manage office administrative filing systems, ensure staff understanding of existing policies and procedures, and analysed them for improvement.
• Ensure/promote the updating of common cluster calendars (staff schedule, internal and external calendar of events)
• Organize staff meetings and ensure sharing of activity summaries, reports, and other relevant information

Job Duties and Responsibilities (continued)

Coordinate external communication and representation:

• Represent the Office in key external meetings (e.g., UN cluster meetings, donor partnership meetings), learning about opportunities in advance, ensuring we are on contact lists, and ensuring notes are shared
• Organize the development of a monthly country cluster newsletter for Movement and external partners
• Work closely with the communications and liaison department to establish a mechanism for expression and exchange by linking the various IFRC departments, NS, PNS, and ICRC to promote exchanges.

Any other tasking within the support to the head of delegation and his objectives or associated areas

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’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

Preferred

• A relevant University Degree e.g., BA, BSc, LLB

Required

• Successfully completed the Stay Safe e-learning courses (basic and managers)

Experience

Preferred

• First-hand experience with IFRC general administrative management system
• Translation, interpretation, and human resources management experience

Required

• In-country contextual understanding and operational experience
• Working experience in a humanitarian organisation
• First-hand experience in administrative management for a humanitarian organization in a complex emergency environment

Knowledge, Skills and Languages

Required

• Good communication skills in English and French
• Good analytical skills in political, socio-economics and security areas
• Ability to work in a multi-cultural environment
• Good stress management skills
• Self-supporting in computers [Microsoft Office, database, e-mail (Outlook) etc.]

Preferred

• Valid driving license (light vehicles)

Required

• Fluently spoken and written English and French

Preferred

• Other languages: Kiswahili, Lingala and other local languages

Competencies, Values and Comments

• Communication; Collaboration and Teamwork; Judgement and Decision Making; Customer Relations; Creativity and Innovation; Building Trust;