Officer, Administration

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, with 191 member National Red Cross and Red Crescent Societies. IFRC uses the Triple R – response, resilience and respect – to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate – our raison d’être – of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability. 

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.

The 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 guidance and direct supervision of the Head of Country Office, the Officer, Administration oversees the effective administration of the Country Office by managing office operations, accommodation, documentation, and administrative services, ensuring efficient, professional, and compliant support that enables IFRC’s strategic objectives and operational presence in country.

Administration Services

• Serve as the first point of contact for general enquiries, providing accurate and timely information on organisational contacts, locations, and services.
• Oversee the receipt, logging, distribution, and tracking of all incoming deliveries (mail, parcels, and goods), ensuring timely notification to relevant stakeholders.
• Coordinate all outbound shipments, including courier services (e.g. FedEx, DHL), ensuring cost-effective and timely dispatch.
• Establish, maintain, and continuously improve administrative filing systems (physical and electronic), ensuring accuracy, compliance, and ease of retrieval.
• Manage the secure storage and archiving of Administration Unit records in line with IFRC policies and retention standards.
• Develop and maintain administrative databases, mailing lists, and records management systems to support operational efficiency.
• Manage and coordinate the office calendar, ensuring effective scheduling and alignment across teams.
• Document, review, and optimize administrative processes, recommending and implementing improvements to enhance efficiency and service delivery.
• Develop and maintain process flow documentation for all Administration functions.
• Establish, implement, and regularly update Standard Operating Procedures (SOPs), including contingency procedures for emergencies (e.g. power outages, disruptions).
• Support onboarding and ongoing training of staff on administrative systems, processes, and service standards

Welcome Services and Logistics

• Coordinate end-to-end travel arrangements for staff and visitors (flights, accommodation, and ground transport), ensuring compliance with IFRC travel policies, including completion of Travel Checklists and Travel Orders.
• Manage logistics and accommodation for missions, emergency deployments, and official visitors, ensuring seamless coordination and cost efficiency.
• Coordinate the shipment and handling of personal effects for staff onboarding and offboarding.
• Plan, coordinate, and monitor logistics and budgets for internal meetings, workshops, and events.
• Oversee the delivery of workshops, conferences, and official events, ensuring high standards of organisation and execution.
• Manage meeting room bookings and virtual conferencing facilities to ensure optimal utilisation.

Facilities and Asset Management

• Maintain a comprehensive and up-to-date asset inventory for office premises and staff residences, ensuring proper tracking, accountability, and lifecycle management.
• Ensure timely maintenance and functionality of office infrastructure and equipment (e.g. air conditioning, security systems, copiers), coordinating repairs and service providers as required.
• Oversee office premises management, including leasing, maintenance, cleaning, and security, ensuring compliance with IFRC standards.
• Coordinate preventative, corrective, and predictive maintenance of facilities and fleet to minimise operational disruptions.
• Identify and secure suitable accommodation for staff and visitors, ensuring proper lease agreements and compliance with organisational standards.
• Act as the primary liaison with landlords and property managers, including drafting/reviewing lease agreements, managing renewals, and coordinating insurance and compliance documentation.
• Collaborate with the Head of Country Cluster Office and Administrative & Security functions to ensure business continuity and resilient administrative operations during emergencies or disruptions.

Vendor and Supplier Management

• Maintain and manage a vetted vendor and supplier database, ensuring quality, reliability, and compliance.
• Lead supplier prequalification processes in accordance with IFRC procurement policies.
• Manage the e-contracting system, ensuring all contracts are processed, tracked, and securely filed.
• Support procurement processes, ensuring compliance with IFRC procedures and value-for-money principles.
• Oversee the procurement of goods and services within delegated authority, ensuring transparency and accountability.
• Manage the procurement and replenishment of office groceries and consumables (e.g. beverages, cleaning supplies, kitchen items)
• Forecast and monitor administrative expenditures, ensuring effective budget utilisation and cost control.

IT & Communications

• Manage office supplies and stationery, ensuring optimal stock levels and cost-effective procurement.
• Coordinate with IT teams and service providers to ensure uninterrupted functionality of IT and telecommunications systems, escalating and resolving issues promptly.
• Facilitate onboarding of new staff by ensuring the provision of IT equipment and productivity tools.
• Coordinate maintenance, replacement, and tracking of IT equipment in alignment with organisational standards.

Required:

• Experience of working in and managing office administration and basic protocol, including filing, liaison with organizations, translation/interpretation and report writing.
• Experience in working in a diplomatic institution, embassy or international organization.
• Experience in maintaining program, contractual and confidential files.

Preferred:

• 5 years of experience working for humanitarian organization in the same role.
• Red Cross/Red Crescent knowledge and experience

Required:

• Ability to work in a cross-cultural and cross functional environment.
• Ability to identify issues, formulate opinions, make conclusions and recommendations.
• Conceptual analytical and evaluative skills.
• Ability to work with tight deadlines and handle multiple tasks.
• Must have computer working knowledge.
• Excellent communication and reporting skills.
• Good interpersonal skills an essential part of the job.
• Staff management and development skills.
• Fluently spoken and written English
• Ability to communicate effectively in Jamaican Patois

• Teamwork
• Communications
• Integrity
• National Society Relations
• Empowering others
• Professionalism
• Accountability

Please submit your application in English only.