Localité : Nigeria / Abuja Domaine : Assistance de direction Niveau : Non precise Entreprise recruteur : The International Federation of Red Cross and Red Crescent Societies (IFRC)
Recrutement de 01 Executive Assistant
Niveau d'études: Non précisé
Expérience: 2 ans
Expire le: 27-02-2023
The International Federation of Red Cross and Red Crescent Societies (IFRC)
Abuja, Nigeria
Executive Assistant
Organizational Context
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.
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.
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.
In line with the 7 transformations of IFRC strategy 2030: Supporting and developing National Societies as strong and effective local actors, Inspiring and mobilizing volunteerism, ensuring trust and accountability, working effectively as a distributed network, influencing humanitarian action, and undergoing a digital- transformation, Financing the future. The IFRC seeks to support national societies build better and stronger financial and organizational development systems and capacities.
The IFRC Delegation in Abuja is the hub to support the National Societies of the Abuja Country Cluster Delegation (Nigeria, Benin, Togo, and Ghana) and has a status agreement with the Nigerian government. The Abuja country cluster delegation delivers the IFRC mandate in the 4 countries, focusing on Disaster Management, Capacity Building of the National Societies, and Humanitarian Diplomacy.
Job Purpose
Reporting to the Head of Delegation for the Abuja Country Cluster and supporting the Operations Coordinator, the role of the Executive Assistant is to support their administrative and coordination functions.
The Executive Assistant will handle a wide range of contacts with stakeholders including national societies, ICRC, Government departments, and the international donor community.
Job Duties and Responsibilities
Administration
Managing the day-to-day operational and administrative activities of the Head of Delegation/Operations Coordinator by prioritizing incoming requests, maintaining the Head of Delegation’s diary, and paperwork, and following up to ensure timely responses.
Review all outgoing correspondence prepared for the Head of Delegation, edit as appropriate to ensure correct spelling, grammar, and formatting style in addition, to drafting standard administrative correspondence.
Schedule briefings and debriefings of the secretariat, PNS, and ICRC representatives with relevant regional departments and National Societies (NSs) as appropriate.
Maintaining an in-depth knowledge of the delegation operations, responding and/or re-routing general requests for information, screening correspondence, issuing acknowledgments, replying to inquiries as appropriate, and drafting correspondence on behalf of the Head of Delegation/Operations Coordinator.
Following up on actions required by the Head of Delegation/Operations Coordinator, filing documents, and maintaining the relevant files.
Take minutes of staff meetings and all meetings with the internal and external stakeholders.
Create and maintain a yearly event matrix.
Reconcile and allocate working advances for the Head of Delegation/Operations Coordinator. Follow up with finance to ensure that the working advance has been cleared.
Prepare and manage office running budgets under the Head of Delegation.
Information Management
Manage the information flow of the Head of Delegation’s Office, Geneva, Regional and Country Offices, National Societies, ICRC, and to the public.
Ensure timely and accurate transmission of information and follow-up to ensure feedback is provided, necessary action is taken and deadlines are met.
Identify and handle confidential/sensitive material professionally while protecting the interest of the federation and the Delegation.
Organize and maintain efficient information storage and retrieval systems that guarantee the correctness and integrity of records as well as ease of cross-referencing with well-defined levels of access.
Liaise with internal and external contacts/stakeholders to promote a good and positive image of the federation through information exchange and professional feedback.
Job Duties and Responsibilities (continued)
Calendar and Events Management
Coordinating administrative and logistical arrangements for visitors, including arranging appointments for the Head of Delegation/Operations Coordinator, compiling and providing information or relevant materials required, and updating information regarding the Head of Delegation’s/Operations Coordinator’s planned travel and meetings.
Making necessary arrangements for delegation meetings, workshops, and conferences-arranging for venues, booking rooms, drafting and sharing agendas, compiling and distributing background documentation.
Demonstrating flexibility in undertaking special assignments e.g. events, and other activities as assigned. Contributing to team effort by accomplishing related results as needed.
Organize/coordinate events such as retreats, off-site meetings, and official events ensuring that the required logistics are provided for by the administration and logistics unit.
Protocol
To take overall responsibility for protocol matters.
To prepare and coordinate visits, events, meetings, and ceremonies for the Head of Delegation/ Operations Coordinator.
Liaise with, welcome, and arrange meetings with guests of the Head of Delegation/Operations Coordinator.
Plan and organize official events, such as conferences, retreats, and other special activities for the Head of Delegation/Operations Coordinator.
Travel Management
Working closely with the travel unit in organizing the Head of Delegation’s/Operations Coordinator’s travel and related logistics (hotel, per diem) as well as that of external guests.
Visa application to be done on time and ensure efficient follow-up.
Prepare meeting pack with relevant documentation including ticket, letter of invitation, accommodation booking, and security regulations.
Share travel information with relevant people.
Share information with delegation staff.
Education
Required.
University degree in a relevant field.
Experience
Required.
2-4 years of relevant experience
Experience in workshop planning and organization.
Experience in an administrative/coordination role.
Experience in managing workflow
Knowledge, Skills and Languages
Required.
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
Discrete and diplomatic behavior
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.
Fluency in written and spoken English.
Preferred
Good command of another IFRC official language (French)
Competencies, Values and Comments
Values: Professionalism, Respect for diversity; Integrity; Accountability
Core competencies: Proactive outreach and innovative creativity; Communication; Collaboration and teamwork; Judgement and decision making; National Society and customer relations.
At IFRC, diversity, equity, and inclusion are at the core of who we are. Our commitment to these values is unwavering – across all our work around the world. They are central to our mission and to our impact so we invite applications from all suitably qualified candidates and women are strongly encouraged to apply!!
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