Officer,Administrative and Logistics -Togo Red Cross

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 organisation 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 IFRC is headed by its Secretary General and is headquartered in Geneva, Switzerland. The headquarters is organized into three main divisions: i) National Society Development and Operations Coordination; ii) Global Relations, Humanitarian Diplomacy and Digitalization; and iii) Policy, Strategy and Corporate Management Services.

IFRC has five regional offices in Africa, Asia-Pacific, the Middle East and North Africa, Europe and the Americas. The Federation also has country group delegations and delegations from countries all over the world. Together, the Geneva headquarters and the field structures (regional, sectoral and national) make up the IFRC secretariat.

In line with the 7 transformations of the IFRC 2030 strategy: supporting and developing National Societies as strong and effective local actors, inspiring and mobilizing volunteerism, ensuring trust and accountability, working effectively as a distributed network, influencing humanitarian action and undertaking digital transformation, financing the future. The IFRC strives to help National Societies build more effective and robust financial and organizational development systems and capacity.

The IFRC office in Abuja is the National Society (NS) Red Cross Support Centre for the Abuja Country Group delegation (Nigeria, Benin, Togo and Ghana) and has a status agreement with the Nigerian government.

The Abuja Country Group delegation carries out the IFRC's mandate in the sub-region, focusing on disaster management, National Society capacity building and humanitarian diplomacy.

The post holder will be contracted by the Togolese Red Cross (CRT) and will be seconded to the IFRC office. The position will be based in Lome.

Job Purpose

With guidance and support from the Head of Logistics Unit, Africa Region the Administrative and Logistics Officer will monitor and support both Administrative, procurement activities and services to enable the delivery of logistics services in-line with IFRC Logistics strategy and IFRC procedures ensuring right quality and optimised procurement services that meets the requests of services users.

Job Duties and Responsibilities

This role is primarily focused upon supervising and potentially conducting country level Administration/Logistics activities for and on behalf of IFRC. The role will work closely with the Logistics and Program teams to deliver logistics services with responsibility for procurement activities e.g. ensuring local sourcing, timely deliveries, quality of goods and services, local market research. This role is expected to play an active role in training and support other IFRC and National Society staff in relevant procurement activities. As such, this role will require procurement experience as well as excellent communication and organisational skills.

Purchasing and supplies

• Carry out in country procurement for goods and services in compliance with the IFRC procurement procedures, standards and systems and in conformity with the requirements.
• Convene Local Committee of Contract meetings, prepare and present procurement files to the Geneva Procurement unit for Geneva Committee of Contracts submission for purchases over CHF 50,000.
• Participate in operational planning, provide technical assistance and logistics consideration for the procurement of goods and services.
• Guide and support Dubai office in the delivery of procurement services and disseminate best procurement practices

Management of travel and visitor related tasks

• Coordinate travel management related tasks from ticket purchase to processing invoices.
• Ensure that travel related paperwork is filed and processed in a timely manner.
• Act as focal point for welcoming services for visitors.
• Arrange all visitors Airport pick up and Drop.
• Arrange all Traveller/visitors Hotel accommodations as per the travel order.

Audit and Compliance

• Research market intelligence on relief items production and validation of suppliers.
• Monitor and ensure a proper execution of contracts and delivery of supplies in a timely and cost-effective manner.
• Maintain an accurate and up-to-date supplier information database for regularly purchased items, and keep informed of local market conditions.

Quality Control

• Manage establishment of Local Framework Agreements in co-ordination with HQ procurement unit.
• Liaise and coordinate in a timely manner with the relevant delegations, departments, units, and services regarding delivery of supplies, keeping all parties informed of any changes.
• Establish and maintain a good professional working relationship with suppliers and inspection companies.
• Liaise with international, governmental and non-governmental organizations and collaborate where appropriate.

Reporting

• Produce regular, timely and accurate narratives and financial reports for the International Federation and donors.
• Inform and advice the country teams on any foreseen changes in procurement plans and activities.

Job Duties and Responsibilities (continued)

Support to National Societies and Administration

• Provide procurement advice and technical support to other country level IFRC functions to ensure a coordinated IFRC procurement service
• Provide support and training to national procurement staff, volunteers and National Societies (NS) to improve the quality of procurement services with Red Cross Red Crescent Movement, promote adherence to best practice principles and compliance with necessary regulation, legislation and IFRC procedures

Education

Required:

• A university degree in Administrative or Procurement or equivalent combination of education and experience.

Preferred

• An advanced degree in commerce and certified membership in a professional association related to the work.

Experience

• Proven 3-5years of professional working experience in Administrative and Logistics
• Work experience with other international organizations, large NGOs and/or governmental development agencies, multi-cultural environment.
• At least 2-3 years in managing and supporting staff.
• Red Cross/Red Crescent knowledge and experience

Knowledge, Skills and Languages

• Knowledge of supply chain management
• Commercial acumen
• Staff management and development skills
• Problem solving skills.
• Good communication and reporting skills.
• Good understanding of financial processes and budgeting
• Ability to work in a cross-cultural and cross-functional environment.
• Strong interpersonal skills and good understanding of the global organization
• Excellent written and verbal communication skills and the ability to provide authoritative advice.
• Valid international driving license
• Must be able to travel at all times and at short notice and to work outside normal.
• Ability to work toward tight deadlines and handle multiple tasks.
• A broad understanding of global humanitarian issues, disaster recovery and related organizations

Languages

• Fluently spoken and written English
• Good command of another IFRC official language (French, Spanish or Arabic)

Competencies, Values and Comments

• Teamwork
• Excellent interpersonal skills   
• Attention to detail.    
• Sensitive to cultural diversity
• Good Communication skills