Officer, Administration

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 (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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 delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

Based in Syria office, Damascus the incumbent will be part of the Finance and Admin office administration unit.

The Administration Officer is responsible for overseeing and coordinating administrative services, including housing management, logistics support, fleet coordination, visa and residency procedures, protocol matters, and general office administration. The incumbent ensures compliance with IFRC standards and provides proactive solutions to support the efficient functioning of the Syria Delegation office.

Housing Management:

• Oversee and coordinate housing arrangements for international staff and guesthouses, ensuring compliance with IFRC standards and local regulations
• Liaise with the Syrian Government authorities and SARC (Syrian Arab Red Crescent) regarding residency permissions for IFRC residences
• Manage housing maintenance, repairs, and service contracts to ensure a comfortable and safe living environment.
• Maintain an updated inventory and records for all accommodation units.

Fleet Management

• Manage and coordinate the daily use of vehicles for the Syria Country Office.
• Ensure proper preventive maintenance, registration, and insurance of all vehicles in coordination with drivers and the regional fleet manager.
• Monitor vehicle movements using the GPS tracking system and ensure safety compliance.
• Coordinate with the Jordan Delegation and the Lebanon Regional Office on cross-border vehicle movements.

Visa, Residency, and Logistics Coordination

• Lead on visa and residency processes for international staff, visitors, and consultants, including applications, renewals, and cancellations.
• Maintain and regularly update a contact index of embassies, ministries, and relevant authorities.
• Arrange accommodation and travel logistics for IFRC staff and visitors, ensuring cost efficiency and service quality.
• Coordinate local transportation and field mission logistics in line with IFRC security procedures.
• Provide comprehensive travel support, including ticketing and logistical arrangements for the IFRC Delegation in Syria and SARC staff.

Protocol and official paperwork management

• Manage official correspondence with governmental entities, including the Ministry of Foreign Affairs and other relevant authorities
• Prepare and follow up on letters, permits, and administrative requests related to IFRC staff and vehicles.
• Ensure compliance with all national administrative requirements applicable to IFRC operations in Syria.
• Maintain systematic and compliant filing and archiving of all official documents.

Reception and administration services

• Timely registration and distribution of incoming mail and courier services in coordination with the security guards where needed.
• Organise, send, and follow up all outgoing mail and courier services – including shipment of books, manuals, magazines.
• Ensure timely renewal of the IFRC postal services including rental and redirection of mail fees payment.

• Ensure that telephone calls are professionally answered.
• Liaise with the security guards with regards to guests and visitors & attend to visitors, send them to the relevant offices when needed.
• Ensure that the office area is well maintained and kept clean.
• Support in maintaining stationery stock and inventory and organising re-ordering when necessary.
• Support in ordering business and ID cards.
• Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed.

Others

• Be part of the after working hours administrative support in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks)

University Degree in Business Administration or relevant major/certifications - Required

Required:

• Minimum of 5 years of relevant qualification or professional experience in administration
• Experience in handling visas and residencies files
• Experience in travel arrangements, including hotels, tickets and other transportation means

Required:

• Good computer Skills (windows, spreadsheets, word-processing, microsoft office)
• Strong verbal and written communications skills
• Multitasking ability
• Stress management skills
• Maintain good and high-level public relations with all service providers.
• Maintain high level of confidentiality at all levels of work.
• Service-minded, proactive, organized, and persistent, with a patient and team-oriented approach.
• Maintain good and high-level public relations with all service providers.
• Maintain a high level of confidentiality at all stages of work
• Fluent spoken and written English and Arabic

Preferred

• Good command of another IFRC official language (French or Spanish)

• 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