Officer, Administration

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.

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. 

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

Required:

• 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 

Preferred:

• Previous experience within RCRC

Required:

• 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 

Preferred:

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

• 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.