Regional Admin Assistant_ Norwegian Red Cross

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

The Regional Administration Assistant will support in Coordinating administrative functions of the regional office in line with Norwegian Red Cross rules and procedures. They will also support the regional and country offices in all aspects of administrative enabling humanitarian programs. Additionally, the role entails assisting the procurement function in ensuring smooth and compliance procurement operations.

Job Duties and Responsibilities

Procurement

• Support in the preparation of the budgeting of procurement

Administration 

• Manages contractual engagement and services for the regional office, delegate housing.In coordination with IFRC Admin team?
• Work with relevant units to safeguard all office assets including accommodation 
• Coordinate outsourced functions such as housekeeping, conferencing and catering to ensure cost effectiveness and service delivery in accordance with agreements.
• Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
• Ensure proper maintenance of office equipment as well as the provision of office consumables.
• Together with the Logistics department maintain an up-to-date inventory of the moveable assets of the Regional/country office.
• Coordinate the management of mobile phones, monitoring, monthly costs and liaising with IFRC/NS persons concern to ensure that the bills are paid on time.
• Ensure that all utility bills are settled in time and that there are no service interruptions.
• Work with the security delegate/country manager to enhance security in the office premises.
• Support the Regional Finance Manager on administration related matters namely on local policy reviews and contract negotiation
• Coordinates all travel related bookings and reconciliation of the invoices against the travel requests.

IT

• Serve as the primary contact for IT matters within the NorCross regional office.

General

• Stay up to date on NorCross norms and regulations for financial management and control. Maintain adherence to these standards throughout all financial and administrative activities.
• Assist with the implementation and enforcement of NorCross finance policies, processes, and procedures, ensuring consistency across all relevant activities.
• Maintain a strong internal control environment to protect organizational assets
• Assist with the implementation and enforcement of NorCross finance policies, processes, and procedures, ensuring consistency across all relevant activities.

Duties applicable to all staff

• Work actively towards the achievement of the Norwegian Red Cross’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

• Degree in Business Administration or relevant major - Required.
• Professional qualification in accounting or equivalent - Required.

Experience

• Minimum of 2 years work experience  - Required.
• Proven experience in managing office setup and maintenance - Required.
• Ability to monitor and manage office inventory, ensuring adequate stock levels and timely replenishment of supplies and equipment - Required.
• Procurement – Please specify the needed years or level experience in that field - Required.
• Skilled in arranging logistical support for staff, including visa processing, transportation, flight bookings and accommodation - Preferred.
•  Experience working with Red Cross/Red Crescent National Societies or IFRC/ICRC organizations - Preferred.

Knowledge, Skills and Languages

• Highly organized/time management - Required.
• Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook) - Required.
• Knowledge of Procurement concepts - Required.
• Effective communication skills - Required.
• Fluent spoken and written English - Required.
• Good command of another IFRC official language (French, Spanish or Arabic) - Required.

Competencies, Values and Comments

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