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 four main Divisions: (i) National Society Development and Coordination; (ii) Humanitarian Diplomacy and Digitalization; (iii) Management and Accountability; and (iv) People and Strategy.

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.

Under the management and supervision of the Coordinator, Finance and Administration, the incumbent is responsible for providing overall administrative support services to the IFRC Delegation in Egypt. The Administration Officer will be responsible for implementing and safeguarding all the administrative policies and procedures according to IFRC standards. S/he also requires liaising with the National Society matters related to general office administration. S/he also work closely with the Head of Delegation in fixing meeting appointments internally and externally. 

Ensuring the well-functioning and efficient delivery of administrative services:

• Manage the delivery of all general services to ensure smooth day-to-day running of the office, including
• telephone/reception, hotel reservations, housing, ticketing, purchasing and transport.
• Manage the relevant and timely dispatch of outgoing and incoming mail.
• Ensure compliance with all local regulations in country (e.g., labor law, taxes, social security, pension funds, etc.).
• Manage the relevant visa application process of visitors and staff travelling to Egypt if applicable, as well as the resident/work permits of staff to be based in Egypt.
• Handle any other official paperwork processing with the authorities.
• Arrange the travel and accommodation for delegates and visitors according to agreed processes and procedures.
• Update the administrative welcome package to be distributed – along with the delegation’s security welcome brief - to new delegates, member National Societies, and visitors.
• Ensure that the standardized filing and archiving system is in place.
• In coordination with the National Society’s fleet, manage transportation for delegates and for all incoming and outgoing IFRC visitors.
• Management of VRP rented vehicles, monthly fuel reporting, upkeep of the vehicle maintenance and repairs records and monthly reporting to Dubai Fleet on vehicle movement.
• Ensure correct coding and financial dimensions for administrative related invoices in the ERP system

Facilities and Housing Management:

• Ensure that office utilities are functioning properly, the premises are clean, and invoices are timely paid.
• Keep an accurate record of the inventory of assets, document properly the procurements or disposals of assets, conduct a physical count to ensure the list is reconciled with the physical items.
• Verify periodically that the insurance policy is up to date and covers the existing list of assets.
• Coordinate with the IT staff responsible for the proper insurance of the IT equipment.
• Manage the office share point system. Review and ensure that the staff in the office file their documents according to the standardized filing system.
• Identify new houses for delegates within the security perimeter as defined and authorized by the IFRC Regional Security Coordinator/Focal point and ensure that all houses leased are equipped and properly maintained.
• Undertake full IFRC residential lease agreements rental process, and ensure the relevant guidelines and procedures are being followed throughout the full process (including invoices payment, renewals, cancellations, etc.).
• Conduct periodical market assessments of residential apartments in security clear areas and update the housing guidelines as necessary.

Organization of events:

• Manage the technical set up and the administrative organization of major meetings (interpreters set up, meeting facilities, organization of receptions, food and beverage requirements, renting of office equipment).
• Organize hotel, transportation and other logistics for meeting participants. 

Non-operational procurement:

• Undertake non-operational procurement based on the IFRC procurement procedures and regulations, inclusive of full tender processes for non-operational items and services.
• Oversee that the items/services are well delivered, properly stocked where relevant and invoices processed in a timely manner for payment purposes.
• Create a portfolio of suppliers and service providers to be used by IFRC where needed and based on proper clearances and documentation.
• Perform market assessment and analysis on suppliers’ network and initiate framework agreement with potential suppliers for non-operational procurement and service providers
• Liaison with Regional Office Admin focal point on framework agreement processes.

Relationships with other stakeholders:

• Manage relationship with the CEO Office at ERCS, and coordinate with the Host National Society when required
• Liaise with administration offices of external actors, such as MOFA, UN Agencies and embassies
• Liaise with project managers and unit staff to provide effective services with the aim of contributing to the achievements of the plans and results.
• Support auditors in terms of clarification or providing supporting documentation.

Others

• Be part of the after working hours administrative support phone rotation in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks).
• Support sample document checking including translation on documents from Arabic to English on finance documents, bills, and invoices received from the National Society
• Perform any other duties that may be assigned by the Head of Delegation and Coordinator, Finance and Administration.

• University Degree in Business Administration or relevant major (Required)
• Master’s degree in business administration or relevant major (Preferred)

Required experience

• 3-5 years of relevant professional experience in administration
• Experience in organising events management
• Experience in procurement tenders and processes
• Experience in working in complex environment

Preferred experience

• Basic experience/knowledge in handling financial matters

Required

• Proficient with Internet and Microsoft Office – MS Word, MS Excel and MS PowerPoint
• Multi-tasking skills
• Good written and verbal communications skills
• Stress management skills
• Teamwork spirit
• Fluent spoken and written English and Arabic

Preferred

• Knowledgeable of the ERP system (administration and non-operational procurement relevant aspects)
• Basic financial knowledge
• 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