Assistant, Operations

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 (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

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

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.

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

To support the organisation, coordination, and structuring of HDCC internal work by organizing folders, developing work matrices, setting up calendar invites and timelines, producing meeting minutes, and other coordination/administrative ad-hoc requests.

File Management

• Define an adequate structure for the HDCC SharePoint folder and sub-folders, and organize the content accordingly.

Internal Reporting and Coordination

• Mapping all meetings and internal reporting requirements for the HDCC team and set up a monthly calendar matrix for these events/tasks.
• Share calendar invites through outlook and send regular alerts.

 JTF Management

• Define a calendar for Joint Task Forces, prepare an agenda, send invites, draft meeting minutes (get validation and share).
• Develop a calendar with a rotation for “on call” team members over weekend and holiday periods.

Operations Reporting

• Follow up with PMER team on the reporting timelines for each of the operations and send alerts to responsible OPS coordinators/managers.
• Review and set up of #Africa HDCC email groups for tech. review, and ops task forces etc. as well as review others.
• Prepare HDCC Weekly Updates
• Ensure administrative issues related to operations management are sorted according to IFRC procedures.
• Formatting, editing and review of departmental reports

• Diploma in Office Management, Business Administration, and any relevant field.

• At least 2 years in administrative support experience
• Experience in managing data, filing, basic financial and budgetary information
• Proven excellence in administrative support
• Experience working within an RC National Society and/or the Federation Secretariat
• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment

• Strong communication skills
• Computer Literate
• 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
• Filing and Report writing skills
• Fluent spoken and written English
• Good command of another IFRC official language (French, Spanish or Arabic)

• Core Competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
• Values: Respect for diversity; Integrity; Professionalism; Accountability