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CSP Coordinator, Corporate Services (Delegate)

Brazzaville

  • Organization: IFRC - International Federation of Red Cross and Red Crescent Societies
  • Location: Brazzaville
  • Grade: Mid level
  • Occupational Groups:
    • Sustainable trade and development
    • Civil Society and Local governance
    • Public, Private Partnership
    • Managerial positions
  • Closing Date: 2022-10-02

Job Purpose

The CSP Corporate Service Coordinator, under the technical direction of CSP Coordinator, is instrumental in providing sound and senior administrative support in the timely and smooth implementation of the tasks and responsibilities of the CSP team linked to its work plan and priorities.

The CSP Corporate Service Coordinator will provide high-level, comprehensive administrative and technical support required for the success of the CSP.

The CSP Corporate Service Coordinator will provide support to all CSP staff who are located in Geneva, London, several African countries and Bangladesh. Therefore, regular travel to CSP supported countries will be required.

Job Duties and Responsibilities

Administrative Support to the CSP

  • Provide professional administrative expertise and support to the CSP.
  • Support issuing and preparing invitations and requests for meetings, travel or other engagements involving CSP staff.
  • Support the CSP staff members in the planning of meetings and events, keeping the various file holders informed of requests and upcoming commitments and deadlines.
  • Coordinate in planning and organizes arrangements and logistics for the CSP staff member’s travel.
  • Collect, compile, track and anticipate the necessary documentation and files containing briefings and information for the CSP meetings, events and mission travel and ensures the required clearances.
  • Seek to identify new systems and ways to improve the overall effectiveness of the CSP.
  • Support the logistical and administrative arrangements for external / internal meetings, retreats etc.
  • Assist new and temporary staff in the CSP regarding the onboarding, IT equipment, briefing schedules, and other administrative assistance.
  • Liaise regularly with GTFCC Secretariat for the implementation of join meetings or missions.
  • Perform other duties and participate in special projects as assigned by the line manager.

Planning and Reporting

  • Support development of the annual CSP workplan (narrative, timeline, budget).
  • Prepare materials for internal and external meetings, i.e. conduct research on various ad-hoc projects.
  • Attend meetings and prepare meeting notes, syntheses and summaries, upon request, identifying content, agreements and action points for follow-up.

Finance Support

  • Support the Budget Holders of the CSP in preparing budgetary documents and in ensuring proper and timely support to effective financial management.
  • Support the Budget Holders of the CSP and the CSP Project Managers in Africa and Asia-Pacific in preparing contract and agreements with National Societies and other partners, in liaison with the finance and the legal departments of the country offices and Geneva office.
  • Provide support to necessary financial, including financial reports, budgeting issues, pledge management follow up, human resource contracts esp. for consultants and short-term assignments for the CSP, all in support to the file and budget holders.
  • Review operating practices and suggest continuous improvements in cost-effectiveness and budget monitoring.

 

Quality Assurance and Compliance

  • Act as the focal point for contracting matters for the CSP, providing technical guidance and ensuring quality and compliance.
  • Design templates and develop processes and coordination tools aimed at improving CSP overall performance.

Communication and Database Support

  • Provide support to the development and maintenance of electronic tools and databases.
  • Provide support in drafting, editing and preparing presentations, correspondence and other communications when required.
  • Support knowledge management systems and files for the CSP.
  • Maintain a central filing system for the CSP.
  • Develop and maintain up-to-date mailing lists, contact lists and organigrams for internal and external stakeholders.

Job Duties and Responsibilities (continued)

Contribute to an effective, high-quality IFRC team:

  • Be accountable to the line manager by providing progress reports on results against objectives and risk analysis.
  • Be flexible in your work definition according to needs and targets and improve team efficiencies and effectiveness within available resources.
  • Be a pro-active team member fostering a customer service-oriented culture that values proactivity, continuous improvement, innovation, high performance and cost-effectiveness.
  • Foster a co-creative environment with colleagues in the Secretariat, Regions and the National Societies and open and cooperative view to the actors in the relevant external environment.

Education

  • Undergraduate university degree (Required)
  • Advanced university degree (master's or equivalent) in management, administration, health or equivalent professional experience (Prefered)

Experience

  • 3+ years of work experience in an administrative and office management role, undertaking a variety of tasks and responsibilities in a similar-size organization (Required).
  • Proven excellence in administrative support (Required).
  • Experience in managing data, filing, financial and budgetary issues (Required).
  • Red Cross Red Crescent experience (Preferred).
  • Experience in budget management (Preferred)
  • WHO or UN agency experience (Preferred).

Knowledge, Skills and Language

  • Organizational and problem-solving skills. (Required).
  • Ability to multi-task, work under pressure, and prioritize workload to meet tight deadlines. (Required).
  • Interpersonal skills, good judgment and maturity. (Required).
  • Ability to identify and handle sensitive and confidential information with discretion. (Required).
  • Computer literacy (especially very good command of Excel and Visio). (Required).
  • Fluent spoken and written English and French (Required).

Competencies and Values

  • 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 re competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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