Executive Assistant Intern – Office of RD

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-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.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

Job Purpose

Assist the Liaison Manager in efficiently managing the day-to-day operations of the Regional Director's office

Job Duties and Responsibilities

1. Office Management

• Assist the Liaison manager in arranging the Regional Director /Deputy Regional Director travel files (planning itineraries, travel request, tickets, visa, reimbursement of the expenses, etc.).
• Support in preparing all requisitions related to the RD/DRD office with close follow up
• Support in requesting petty cash and closing it
• Support the RD/DRD in organizing meetings with the team
• Support with the translation of documents/letters
• Respond promptly to the Heads of delegation’s queries

2. Administrative

• Assist in taking minutes for important meetings
• Manage purchasing, inventory, maintenance of the RD office and make sure that stationeries, promotional items/gifts, and other office supplies are available.
• Support in organizing regional/high level meetings and events

3. Visitors/meetings/travel

• Support in arranging high-level visits to the office.
• Assist with the administrative / logistical arrangements for IFRC regional workshops / meetings organized by the RD.

Duties applicable to all staff

• Work actively towards the achievement of the Federation Secretariat’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

• University degree in Business Administration or relevant major - Required.

Experience

• 2-3 years’ experience in an administrative or secretarial role, with sound skills in typing, filing, communication technology and office systems - Required.
• Experience in event management, travel arrangements, dealing with hotels and other service providers - Preferred.
• Experience in humanitarian organization - Preferred.

Knowledge, Skills and Languages

• Good organizational skills and close attention to details - Required.
• Self-sufficient in computers (particularly Excel, Word, Sharepoint, PowerPoint) - Required.
• A can-do attitude, with an ability to work independently and under pressure - Required.
• Able to work in multi-cultural environment - Required.
• Resourceful and capable to research and source information  - Required.
• Fluent spoken and written English - Required.
• Fluently spoken and written Arabic - Required.

Competencies, Values and Comments

• Professionalism
• Communications
• Diversity
• Accountability
• Teamwork
• Integrity