Executive Assistant and Liaison Officer to Regional Director

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 and liaison officer supports Asia Pacific Regional Director (RD) in ensuring focus on strategic priority files timely decisions/actions and provide early warning of key matters pertaining to all of Asia Pacific operations. 

The role support the Regional Director with external relations, Movement relations and Humanitarian diplomacy. A strong support role functions that goes beyond EA with more senior duties and responsibilities, office co-ordination for the Regional Director as required and secretarial support, ensuring that all administrative and supportive tasks, including handling of confidential or sensitive information, are conducted on a professional manner.

The role includes liaison, oversight, and conflict resolution functions needing a very energetic and proactive person with highly evolved diplomacy skills, patience, and attention to detail.  The job would be a combination of strategic and secretarial support to the Regional Director and office management. Executive Assistant and liaison officer reports into the Regional Director.

Liaison, Humanitarian Diplomacy and Internal & External Relations

• Support the management role of external relations, coordination, and cooperation with all components of the Movement, with national authorities, international organisations, donor governments, embassies and other As gatekeeper, quality assurance, and liaison for the office of the RD with all of IFRC, Movement and external partners
• Liaise with and support RD to strengthen relations with AP NS leaders (or their designated staff) on behalf of the RD to set up meetings, agendas, follow-up as needed with all teams.
• Ensure that the Regional Director is informed of the views, concerns and ideas of senior management and staff at large for strengthening AP wide performance, achieving results, instituting innovative solutions, and mitigating risks.
• Liaise with country reps to ensure deliverables and outcomes as per regular or specific reporting
• Provide follow up and support for the management of relations with the Ministry of Foreign Affairs, diplomatic corps, UN agencies and other Non-Governmental Organisations
• Assist in relationship management, representation, and advocacy
• Liaison and support to the OSG on various files including translation of sensitive documents.
• Advise the RD on matters and issues pertaining to AP/IFRC historical contexts, institutional experiences, teamwork, and anticipated events.
• Arrange and participate upon request in representative
• Develop and maintain effective liaison with senior staff (e.g., Deputy Director, Directors, Cluster and Country delegation Heads and Senior Management Team.).
• Support RD external relations, protocol, meetings, events, internal communications (including sharing with PNS as needed) with team and AP NS.  
• Collaborate with HD Focal point on preparing briefings for RD HD work/participation in events.

Executive Assistance

• Provide various duties including management of RD’s dairy; receive and screen requests for meetings, drafting letters/faxes and other
• Suggest ideas to resolve issues when needed.
• Receive and screens communications to the RD including phone calls and emails messages and provide assistance using independent judgement to determine those requiring priority attention: prioritize, channel and facilitate communication between department coordinators
• Ensure presentation of daily mails and documents for signing before midday for distribution the same day
• Maintain chronological files for all outgoing and incoming mail/faxes/documents from the RD office
• Manage RD’s email in his/her absence and as per instruction – ensuring messages are referred or acted upon
• Produced/compile quarterly reports and provide sound analysis of the information
• Prepare and maintain selected budgets under the office of the RD
• Follow up decisions from RD with the respective
• Work behind the scenes with team leads and country reps to resolve matters before they come to the attention of the RD.
• Update and maintain the relevant high level mailing list for AP Region

Meeting and Workshops/Visitors/Travel

• Coordinate the organization of SMT meetings and follow up with necessary actions from the of the meetings outcomes
• Act as logistics and administration support as required for Team Management Meetings, Movement meetings, regional and staff meetings and other senior management
• Facilitate RD meetings, assist in daily routines, ensure well-organized of RD’s schedule, travel and involvements
• Oversee travel and accommodation arrangements for the RD, in liaison with the travel agent and respective Country delegations

Administrative

• Manage and responsible to keep contact lists of the Federation structures, National Societies, and other important partners up to date together with other responsible personnel relevant to units’ functions

Required

• University degree or Diploma in International Relations/Service Management/Social Studies

Required

• 5 – 10 years’ experience, at least 3 years in an Executive Assistance Role

Preferred

• International RCRC experience

Required

• Practical knowledge of computers (Word processing, spreadsheets, e-mail)
• Experience in office management principles and procedures
• Experience in filing and archiving in large organizations
• Capability to research, consolidate, analyses and conceptualize information
• Excellent communications and presentational skills
• Strong interpersonal skills, ability to establish effective working relation in a multi- cultural and cross-functional environment
• Ability to prioritize, work to tight deadlines and handle multiple tasks
• Fluently spoken and written English

Preferred

• Experience in budgeting
• Good command of another IFRC official language (French, Spanish or Arabic)

• National Society Relations
• Result Focus & Accountability
• Teamwork
• Communications
• Professional Mastery
• Coordination and organizational talent
• Managerial Effectiveness
• Innovation

Character Qualities

• Discrete and diplomatic behavior
• High degree of integrity, discretion, and personal conduct
• Flexible and adaptable to changing working conditions
• Self-motivated with good judgement and initiative
• Excellent interpersonal skills
• High level of attention to details
• Sensitive to cultural diversity
• Ability to work extra hours