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Officer, Administration


  • Organization: IFRC - International Federation of Red Cross and Red Crescent Societies
  • Location: Budapest
  • Grade: Junior level - C1-International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

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 organization 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 always promote 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 and crises and health emergencies. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world.  
The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups:  
-Partnerships, including Movement and Membership.  
-Programs and Operations; and  
The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia and Pacific- AP (Kuala Lumpur); Europe (Budapest); Middle East and North Africa-MENA (Beirut). The IFRC Regional Office for Europe is the focal point for the 54 National Societies of Europe Region with a mandate for policy, operational and programmatic support to the members, as well as international representation. Regional Office is in Budapest, Hungary and includes Country cluster) Heads of offices across the region (currently: Almaty, Ankara, Athens, Brussels, Kiev, Moscow, Tbilisi) are reporting to the Regional Director. Regional Office provides coordination in disaster management, high level representation of the IFRC, advocacy and communications, National Societies capacity building, resource mobilization. A range of technical specialists work in the IFRC Office, based in Budapest and elsewhere in the Region. 
The position is located in the Regional Office for Europe and Global Services Centre within the Administration Unit. 

Job Purpose

Under the supervision of the Administration Manager, the incumbent is responsible for providing high level support to the Europe Regional Office and the Global Services Centre in various administrative issues to ensure the smooth day-to-day operation, handling both internal and external partners.

Job Duties and Responsibilities

Budapest Office – support in management of premises 

  • Supervise management of reception services.  
  • Liaise with cleaning company and ensure adequate cleaning services.  
  • Oversee management of office work and fire safety via external service provider.   
  • Advise teams to keep a coherent seating across departments. 
  • Supervise the keeping of open areas tidy and welcoming for visitors and staff. 
  • Liaise with office building management on issues related to office maintenance.  
  • Ensure effective management of reception services.  
  • Manage furniture and administrative inventory for the Europe Region and GSC offices.  Follow established inventory procedures, develop system of control, and conduct regular inventory. 


Advise and assist Administration Manager in Risk Management, Administrative Management, and controllership  

  • Assist Administration Manager in developing and reviewing the administrative policies, processes, and procedures in line with global policies as necessary. 
  • Oversee contractual obligations’ tracking (terms and conditions, payments, amounts due, etc.) and ensure invoicing is done on time. 
  • Support Administration Manager in managing cost effective shared services that enhance productivity, including transportation, accommodation, interpretation, archiving, health and safety, security, welcome service, travel, conferencing, and other ancillary services. This includes the provision of outsourced functions when relevant. 


Travel, visitor, and Event management 

  • Supervise the event management process from start to end, ensuring hotels are booked, budget is approved, visa and flight are provided. 
  • Manage venue, catering, and accommodation to reduce the cost burden (in consultation with event requester). 
  • Ensure visitors (and new international staff) receive enough information to manage their arrival and settling-in by themselves and receive a phone number to call in case of emergency. 

Job Duties and Responsibilities (continued)

Housing management (Budapest office and regional)   

  • Coordinate accommodation agreement for staff under Federation Paid Accommodation by advising on processes and procedures related to contracting and payment.  
  • Lead International staff exit check list to ensure accommodation is returned in good condition and that no further costs will have to be covered by the IFRC after the staff’s departure. 
  • Manage the international move process and advise staff on related matters and options as per policies. 
  • Advise country and country cluster office in housing related processes and procedures.  
  • To create and update guidelines documents, implement process improvements, follow housing trends, challenges, and opportunities. Develop and implement customer satisfaction survey. 
  • Providing advice and guidance to the newly arrived staff on current procedures with property agencies, assist and support staff in administrative matters with the agency; familiarise staff with local housing habits and customs in Budapest.


Management of health and care services portfolio of the Budapest Office  

  • Manage and regularly update private clinic database.  
  • Oversee contract management with hospital, supplementary health insurance provider and service provider for occupation health care for locally recruited staff.  
  • Brief newly recruited staff on health and care portfolio.  


Other duties: 

  • Provide day-to-day support, advice, and solutions in the effective provision of building management services at the IFRC premises in Budapest and advice on broader global and regional guidelines to Building and Officer services responsible parties in countries under Europe Region. 
  • Upon need may be assigned any other tasks by the manager 


University degree or equivalent working experience



  • Minimum 5 years relevant working experience in administration 
  • Minimum of 3 years’ experience in driving 
  • Valid international driving licence (manual gears) 
  • Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment 


  • Previous experience within RCRC


Knowledge, Skills and Languages


  • Strong communication skills
  • Computer Literate: Knowledge of Word, Excel
  • Ability to work under pressure and to deadlines 
  • Flexibility 
  • Accuracy and fine attention to detail 
  • Organised and self-starter in work prioritising 
  • Tact and diplomacy
  • Excellent customer service
  • Strong problem-solving ability
  • Fluently spoken and written Hungarian
  • Fluently spoken and written English 


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


Competencies, Values and Comments

  • Communication 
  • Collaboration and Teamwork 
  • Judgement and decision making                                                                     
  • NS and Customer Relations                                                                             
  • Creativity and Innovation                                                                                 
  • Building trust 

Comments: This is a national staff position open to Hungarian nationals and others who are legally eligible to work in Hungary. Candidates must be able to provide proof of their eligibility to work in Hungary.

This vacancy is now closed.
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