HDCC Support Officer

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 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 country cluster delegations and country delegations.

The MENA HDCC unit has articulated its alignment with the IFRC global 5 Strategies Priorities and the relevant Enablers. 

Job Purpose

Under the direct supervision and technical management of the Regional Head of HDCC – MENA region, the Health, Disasters, Climate & Crises (HDCC) support officer's role is to deliver timely and quality effective support to the team and to play a primary role in unit's coordination and collaboration to implement specific tasks and projects. Responsible for providing hands-on technical and practical support and facilitation, the Officer will contribute to the effective and efficient functioning of the HDCC unit, through the delivery of high-quality, coherent, and well-coordinated multi-dimensional support and specific activities such as administrative support, data management, reporting, , inventory management, research, and documentation within the unit.

The incumbent will actively contribute to specific regional projects, extending beyond routine responsibilities, and is accountable for maintaining current and pertinent data, reports and records while adhering to internal processes consistent with IFRC guidelines and procedures. Additionally, they will play a key role in supporting the planning and budgeting of different thematic streams in line with the IFRC plan and budget approaches, ensuring diligent and timely follow-ups to fulfil internal and external information-sharing and coordination requirements and meet established deadlines.

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 Duties and Responsibilities

Planning, Coordination and Administrative Support:

Act as the unit’s primary focal point for coordinating and leading the organization of regional meetings, events and training workshops in alignment with IFRC systems and procedures.

Ensure an efficient communication flow within the HDCC unit by arranging meetings, taking minutes, drafting responses, and managing enquiries.

Provide direct support to different thematic teams within the HDCC unit, particularly during exceptionally busy periods. This may involve assuming key responsibilities related to specific projects/events.

As guided by the regional head of HDCC, facilitate and troubleshoot the thematic annual planning exercise with clear and agreed milestones and deliverables.

Act as the focal point to lead the coordination of proposals development by the relevant thematic leads in the unit.

act as the key focal point of coordinating the financial and planning processes for the HDCC unit by assisting the project managers/budget holders in creating, planning and forecasting the units’ budgets throughout the year.

Collaborate with the IFRC MENA regional office admin and finance units to ensure timely and effective delivery of services in line with the unit's plans and priorities.

Support the regional head of HDCC in developing and implementing of the "One HDCC team approach.

diary management, travel planning, and preparing presentations for internal and external audiences.

Data Management and Reporting:

Lead the collection, cleaning, and consolidation of information and relevant data from various team members for reporting and monitoring purposes. This will include proactive steps for the timely delivery of the expected results.

develop and maintain a regional digitized training database in collaboration with regional thematic networks and focal points.

maintain an efficient filing system and ensure that this is consistent with the system(s) employed elsewhere in the IFRC.

act as the lead responsible “Champion” so the HDCC unit’s information on IFRC Teams and SharePoint sites is kept up-to-date.

Maintain and update programmatic performance management records for the unit (e.g. risk register and KPIs).

Coordinate the translation and proofreading of technical materials within the unit and with the admin unit.

Coordinate the monitoring and reporting under the thematic implementation plans to ensure adherence to approved targets and timelines.

Act as an HDCC “champion” to accurately maintain the stored data and information, providing support to colleagues across the unit, assisting with training, guidance and support and being responsible for highlighting any issues that may arise when accessing Teams and SharePoint sites and to proactively make suggestions for any improvements/enhancements.

Communication and Collaboration:

Proactively facilitate internal and inter-unit communication, providing support to unit members in line with the agreed plans and targets.

Build effective working relationships with other units, teams, and personnel within the regional office, delegations and the broader RC/RC Movement.

Coordinate and lead on specific projects, including joint initiatives with the movement and other partners in the region.

Inventory Management:

develop and maintain an inventory of HDCC technical capacity-building resources in support of MENA national societies.

Manage an inventory of assets and equipment related to the unit, including rapid response mechanism equipment.

Research and Documentation:

Prepare specific thematic research and discussion papers.

Develop and maintain the unit presentation and promotional materials ensuring that these are frequently updated and relevant to targeted audiences.

Maintain up-to-date visuals and infographics in collaboration with IM and communications units.

Miscellaneous:

Undertake any other work-related duties and responsibilities assigned by the line manager.

Education

Bachelor’s degree in administration management, Humanitarian Affairs or any other related field (degree level or equivalent); Master's degree is a plus. - Required

Experience

5 years of work experience in business management, project management, coordination, or related similar roles. -Required

Solid professional experience in relation to project management including essential finance and administrative parts and events planning as well. -Required

Experiencing in compiling programme documents; including proposals, logframes and reports  -Required

Experience in project planning, monitoring, evaluation and reporting -Required

Experience in RC/RC Movement -Preferred

Knowledge, Skills and Languages

Strong communication skills, including ability to prepare and present concise verbal and written operational reports, briefings, updates and other relevant documentation - Required

Solid skills to work collaboratively with diverse teams and external partners.- Required

Proficiency in data management and digital tools. - Required

Professional knowledge about budgets and financial reporting - Required

Good time management skills and ability to establish priorities, and to plan, coordinate and monitor work plans - Required

Proactiveness and strong personal initiative and willingness to accept responsibilities and new tasks - Required

Excellent relationship building skills and willingness to be a team player - Required

Sufficient IT skills at least use of Microsoft office applications (word, excel, powerpoints, Teams, Forms) - Required

Languages

Fluently spoken and written English and Arabic - Required

Fluently spoken and written French n by HR) - Preferred

Competencies, Values and Comments

Professionalism

Teamwork

Communications

Diversity

Integrity

NB: The salary calculation is based on the internal IFRC salary scale, taking into consideration job requirements, years of experience and the applicant's qualifications

IFRC ensures equal employment opportunities.