Executive Assistant

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times 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.”  The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The 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 the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

The Executive Assistant provides executive level support to the Head of Delegation (HoD) for Maputo Country Cluster Delegation and general administrative support to the Cluster team. This includes administrative, logistical and information management assistance to the HoD and other team members, as well as planning and coordination of team activities.

 The role provides some limited personal administrative support to the Head of Delegation (HoD) for Maputo Country Cluster Delegation and facilitating relationships with key stakeholders to resolve a variety of high-level administrative issues from time to time.

 The role also involves providing project administration and management support to specific projects/initiatives under the Head of Delegation.

Executive Support

• Maintaining calendars for the Head of Delegation and the Cluster team, including identifying key deadlines /milestones in team plans and flag as necessary follow-up. Liaising with team members to ensure actions are being followed up.
• Anticipating needs and responding to direct and anticipated requests; providing thoughtful replies to requests and follow up on action items on behalf of the Head of Delegation.
• Creating required documentation on an ongoing basis this involves Producing letters, briefing notes, background papers, formatting reports and other communications materials.
• Translation of messages/documents between Portuguese and English and when required during meetings.
• Maintaining an internal contact details database/ mailing lists for Partners and National Societies for effective communication. Support effective and timely management of Partner requests, queries, and related needs.
• Attending meetings and/or calls with the Head of Delegation as and when required - coordinating, producing, and distributing agendas, as well as drafting comprehensive minutes and providing a draft summary of key issues raised and recommendations suggested.
• Providing general and cross-departmental support in the implementation of projects in which the Head of Delegation is the task giver.
• Organizing internal and external meetings and events under HOD office including meeting logistics, materials preparation and cross-team coordination of travel and accommodation arrangements.

Project Management Support

• For assigned projects under the Head of Delegation-Regularly monitor to ensure that these projects are utilizing the correct budget lines and maintain budget tracking. Working in close coordination with the Finance team to monitor expenditures, burn rates, and to submit their reports to Finance and PMER.
• In liaison with the Programmes team, support in the development, tracking and maintenance of project agreements and correspondences.
• Develop and Maintain the Delegation’s physical and electronic filing system for the team to ensure all programmatic data is available for easy access and retrieval of information.

Provide Administrative Support to the delegation’s programmes team project for efficient programs implementation.

University degree in relevant field.

• 4 years of relevant experience.
• Experience in workshop planning and organization.
• Experience in an administrative/coordination role.
• Experience in managing workflow.

• Excellent computer skills. (e.g. Microsoft Outlook, Word, Excel, Adobe Acrobat).
• Experience in office management principles and procedures.
• Experience in problem identification and solution.
• Excellent verbal and written communication skills in English.
• Discreet and diplomatic behaviour.
• Knowledge and commitment to Red Cross Red Crescent Fundamental Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice.
• Report writing skills.
• Fluency in written and spoken Portuguese and English.

Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust