Assistant, ERP and System’s

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.

The MENA regional office is based in Beirut; Lebanon supports 17 national societies in the region. The MENA Health, Disasters, Climate & Crises (HDCC) unit within the MENA regional office and works with one regional plan as well as provides technical support & quality assurance to National societies and country cluster delegations and country delegations.

Furthermore, the incumbent might deploy as an outreach surge capacity, dedicating up to 4 weeks per mission to short assignments in country cluster delegations and country delegations. In this capacity, they will be deployed to deliver on specifically agreed and clearly defined Terms of Reference (ToRs).

Job Purpose

The ERP and System’s Assistant will oversee the implementation, and optimization of the IFRC ERP ready system in the MENA Region, primarily focus on Program and Operation workstream. This role involves coordinating with the Geneva ERP focal point, and Country (Cluster) Delegations to ensure successful ERP rollout in the MENA Region. The ERP and System’s Assistant will also coordinate and facilitate ERP training primary focus on programs and operations, collection and dissemination of ERP relevant training materials and act as a liaison with systems specialists to coordinate troubleshooting during the rollout, support the PRMS system and deployments based on agreed TOR’s.

Job Duties and Responsibilities

User Training and Support:

• Map out training needs, deliver trainings for ERP users focusing on programs and operations & Delegations at the MENA Region which include surge deployment to support emergency operations in the regional and country levels.
• Ensure all ERP training Global materials are available to end users which are easily accessible, well presented and explained.
• Provide ongoing hands-on support to ensure users are proficient in using the ERP Programs & operations system.
• Conducting training sessions and workshops to enhance the project management proficiency using the ERP for new project managers.

Collaboration and Communication:

• Establish and facilitate an ERP working group at the regional level with participation from all units/
• Coordinate with the operations team for any bugs/support in the Rapid Response Management System and Risk Watch.
• Liaise between units and country (cluster) delegations to understand their needs and ensure the ERP system meets these requirements.
• Coordinate with the IT department and ERP helpdesk for any technical support.
• Communicate system changes and updates to all ERP users.
• Serving as a liaison between the country offices and the Geneva based Key Implementors regarding ERP-related matters – particularly for P/O workstream.

Process/ ERP modules Improvement:

• Coordinate the collection of questions and feedback related to the ERP process. Liaison with ERP systems specialists to ensure the implementation of recommendations, if possible.
• Work with ERP users to collect information on potential optimization in business processes.
• Stay informed on any ERP systems changes, and or rollout of new features and functionalities.
• Be an actor within the global support team taking care of some project management end-users’ tickets (Level 2 support).
• System Maintenance and Support:
• Serve as a focal point for coordination with the Geneva ERP system specialist to perform regular system maintenance, troubleshoot and resolve any ERP-related issues.
• Provide ongoing hands-on technical support to end-users at the regional and country levels, ensuring that any systems-related questions are answered in a timely manner.
• Providing technical assistance and troubleshooting support for ERP-related issues encountered by project managers. (Level zero support, no ticketing system activity)

Data Management and Reporting:

• Coordinate with respective colleagues, to ensure and check data integrity and accuracy within the ERP system.
• Coordinate with the operations team to check data within the RRMS system.

Duties applicable to all staff

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

Education

• Bachelor’s degree in Computer Science or any ERP Related Major/Courses - Required. 

Experience

• 1 to 3 years of experience in ERP - Required.
• Good understanding of the development sector with a focus on participatory processes, joint project management - Preferred.
• Familiarity with the IFRC operating environment - Preferred.

Knowledge, Skills and Languages

• Good understanding of project management - Required.
• Knowledge of operations, logistics, HR, pledges management or/and finance - Required.
• Demonstrated experience in delivering training and coaching - Required.
• Knowledge of databases and computer-based management information systems - Required.
• Strong commitment to Red Cross Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice - Required.
• Interpersonal skills and cultural sensitivity - Required.
• Excellent working knowledge of English – written and spoken - Required.
• Self-motivated, with good judgment and initiative, and the ability to work with and manage others - Required.
• Strong interpersonal skills and ability to motivate colleagues to meet deadlines - Required.
• Able to prioritize and achieve results through collaboration - Required.
• Must be flexible and adaptive to change - Required.
• Excellent verbal and written communication skills required - Required.
• Strong capacity to handle complex tasks independently, and as a team leader and member - Required.
• Strong time management and organizational skills with very close attention to detail - Required.
• Fluent spoken and written English - Required.
• Good command of another IFRC official language (French, Spanish or Arabic) - Preferred.

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

IFRC ensures equal employment opportunities.