Localité : Cameroun / Yaoundé Domaine : Assistance de direction Niveau : Non precise Entreprise recruteur : International Federation of Red Cross and Red Crescent Societies (IFRC)
Administrative Assistant
Re-advertised
Closing date (Geneva time zone):27-08-2020
Duty station:Yaounde
Country:CAMEROON
Duty station status: N/AAccompanied status: N/A
Duration:9 MonthsCategory of Staff: National Staff
Grade: Not applicableVacancy No:IFRC04044
Background
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 192 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
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 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.” 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: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. 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). As one of the five decentralised Regional Offices, Regional Office for Europe supports 54 National Societies to strengthen their humanitarian and development efforts, helping them to remain partners of choice within their country and sustainable and accountable for their actions. The position is located in the Finance and Administration Unit.
Job Purpose
Under the supervision of the Finance and Administration Manager, the incumbent is responsible for providing support to the CCST Yaounde-Cameroon on various administrative issues to ensure efficient and effective running of the CCST on day-to-day operation.
Job Duties and Responsibilities
Internal Control and Risk Management
Maintain an updated list of telephone and Utility account numbers (Water, Electricity, and Internet).
Manage archiving by monitoring access to the archives, movements of documents and ensuring federation archiving procedures are followed.
Financial Reporting
Prepare monthly reports in relation to facilities, housing etc for the Finance and Administration Manager.
Prepare monthly reports in relation to Utility consumption for delegates.
Prepare monthly reports in relation to draft VAT certificates forwarded to the relevant government institutions for approval.
Audit and Compliance
Maintain a tracking system of all administration related invoices and follow up on payments.
Support the Finance and administration Manager in conducting house inspection visits (at least once a year).
Financial Management
Follow up on credit notes in liaison with the finance officer to facilitate supplier accounts reconciliation.
Monitoring
Management of telephone lines which include direct lines and mobile phones, monitor monthly costs and liaise with Senior IT/Telecom Officer and Finance in obtaining reports. Processing of payments to avoid service disruption.
Lease agreement management, keeping track on lease expiry, renewals and updating records.
Support
Support International staff on house hunting and facilitate maintenance.
Procurement
Ensure stationery supplies and store is appropriately stocked and all this is done liaison with Procurement and Logistics team
Processing of procurement related invoices as forwarded from the procurement and logistics department.
Follow up on admin related LPOs in liaison with Procurement and Logistics Department
Administration
Ensure that the Office generator is functional and serviced periodically and advise on its disposal in liaison with the Logistics department.
Settling of delegates in apartments by ensuring the Federation security and safety procedures have been followed.
Facilitate the installation of security panic buttons and fire extinguishers in delegates houses and ensuring perioding servicing of the fire extinguishers.
Processing of Office and Delegates utility bills (Electricity, Water and internet) and ensure no service disruptions.
Receiving, verifying and processing of all suppliers’ and vendors’ bills, and all other administration related invoices.
Conduct general facility maintenance for both office and delegates apartments (plumbing, electrical, masonry, etc)
Office Inventory management - Receiving Admin related assets, labelling, organizing for storage and allocation in liaison with HR and IT Departments
Official disposal of assets and inventory through following the federation process.
Education
Diploma in Office Management, Business Administration and any relevant field.
Experience
Required
At least 3-5 years in administrative support experience
Experience in managing data, filing, basic financial and budgetary information
Proven excellence in administrative support
Minimum of 3 years’ experience in driving manual gears
Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment
Preferred
Experience working within an RC National Society and/or the Federation Secretariat
Knowledge, skills and languages
Required
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
Fluently spoken and written French and English
Competencies and values
Communication
Collaboration and Teamwork
Judgement and decision making
NS and Customer Relations
Creativity and Innovation
Building trust
Comments
The Federation is an equal opportunity employer.
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