Support Service 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 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. 

The 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. 

The 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.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

The Japanese Red Cross Society (JRCS) has been present and providing support in the region based on its strategy for the Middle East since 2015 after decades of its engagement in the region. It has established its Regional Office for the Middle East in Beirut since 2015 under the JRCS/IFRC Integration Agreement. The Regional Office currently covers the following countries; Lebanon, Syria, Palestine, Yemen, and Iraq. The roles of the Regional Office are to support the Red Cross and Red Crescent Movement partners in the region, mainly multilaterally with the IFRC and ICRC and bilaterally with the Lebanese Red Cross (LRC) and the Palestinian Red Cross Society (PRCS) in Lebanon and Gaza.
As a result of the COVID-19 pandemic and continuing humanitarian crises in the region, the JRCS plans to strengthen its programme and office management in its Regional Office in order to enable more effective field-oriented approach. This position will be based in the JRCS Regional Office in Beirut, Lebanon.

Job Purpose

The Support Service Officer will manage the work of admin, finance, procurement and logistics in the JRCS Regional Office as well as a part of their work in the Office in Gaza strip, Palestine, after the JRCS resumes the deployment of the delegates. S/he will work in line with the JRCS regulations and direct and indirect instructions from the supervisor and the headquarters. The Officer will perform her/his best efforts in order to maintain and even develop the support service in order to provide smooth programme activities by the JRCS delegates, JRCS local staff and the headquarters.

Job Duties and Responsibilities

Administration:

• Monitor the application of the visa process and passport validity for JRCS delegates, JRCS local staff, and JRCS visitors to Lebanon, the Gaza strip and other Middle East countries with the Regional Representative and colleagues in the Regional office through the communication among JRCS HQ and IFRC or ICRC to meet the travel schedule.
• Support to apply for the resident visa for JRCS delegates for both the JRCS Regional Office in Beirut and the Office in Gaza in coordination with IFRC admin, ICRC admin based on the instruction by the Regional Representative.
• Monitor the renewal schedule of the visa of JRCS delegates in the Regional Office and the Office in Gaza and coordinate with IFRC administration and ICRC administration to facilitate to renew smoothly.
• Report of JRCS headcount lists and JRCS member lists to IFRC & ICRC finance and administration to maintain and update the accurate information.
• Make a draft of the updating the JRCS organigram, communication tree, contingency plan and contact list and disseminate them after the approval of the Regional Representative.
• Facilitate to book a hotel accommodation, taxi and flights for the visitors in Beirut based on the instruction by the Regional Representative
• Maintain the JRCS Regional Office and Safad Office administration in healthy status.

Procurement:

• Coordinate with the JRCS delegates for the PRCS Lebanon programme, then facilitate the necessary procurement either IFRC or JRCS finance procedure.
• Proceed the procurement upon the request of the Regional Representative for programme, office or accommodation items and goods.
• Make a requisition under the procurement of IFRC finance procedure and follow it up for the signatories at the requisition, bidding process, delivery schedule and the signatory of the invoice.
• Record all requisitions and their process in order to report the updated status to the Regional Representative and the headquarters.

Finance:

• Make a draft of the cash forecast of the JRCS Regional Office to IFRC MENA finance monthly after the analysis of the previous month of the expenses and the requisitions, then submit it to the Regional Representative.
• Ensure the local and foreign currency safely, then exchange foreign currency for local.
• Facilitate the request for the refund to IFRC MENA finance for the miscellaneous of the accommodation of JRCS delegates or other expenses timely.
• Prepare, keep and record all financial documentation.

Logistics:

• Ensure the management of the assets and materials for the Regional Office, JRCS Safad office and JRCS delegates accommodation and keep update the inventory lists.
• Issue the waybill and goods receive note which should be reflected to the inventory lists and record all documentation.
• Plan for all fleet movement for the Regional Office and JRCS Safad Office under the approval of the Regional Representative.

General:

• Carry out translations and interpretation between Arabic and English e.g. for contract documentation and supporting financial documentation, as required.
• Produce and submit an internal report about the actual work contents to the Regional Representative.
• Ensure accountability and compliance of all activities committed by the JRCS, and report to the Regional Representative or the Headquarters in case of any doubt of incompliance.
• Duties applicable to all staff:
• Actively work towards the achievement of JRCS goals in the region through effective relations and teamwork.
• 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 Regional Representative.
• Ensure understanding of roles, responsibilities, lateral relationships and accountability.

Education

• Academic qualification in humanitarian, development studies, business administration, or any other related field (degree level or equivalent)  -Preferred

Experience

• Minimum 3 years of experience in relation of project operation or management  -Preferred
• Experience on general financial administration and budget preparation -Required
• Experience in dealing with procurement and office administration -Required
• Experience of compiling and summarizing materials for a variety of audiences, such as HQ , Regional and Medical colleagues  -Required
• Experiencing of compiling programme documents; including proposals, log frames and reports -Preferred
• Experience in humanitarian operations for a minimum of 2 years  -Preferred
• Experience in project planning, monitoring, evaluation and reporting -Preferred
• Full driving licence and willingness to drive independently -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
• Basic level professional knowledge about budgets and financial reporting -Required
• Strong sense of ownership and ability to see through the completion of tasks assigned -Required 
• Teamwork: commitment to the international Red Cross & Red Crescent movement principles, integrity and personal conduct regulations, sensitivity to diversity, flexibility &adaptability, good interpersonal skills, friendly & positive attitude, hardworking, trustworthy and able to maintain confidentiality at all times -Required
• Ability to work independently and under pressure -Required
• Pro- active and highly organized manner -Required
• Good time management skills and ability to establish priorities, and to plan, coordinate and monitor work plans -Required
• Strong personal initiative and willingness to accept responsibilities and new tasks -Required
• Excellent relationship building skills and willingness to be a team player -Required
• Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect diversity -Required
• Sufficient IT skills at least use of Microsoft office applications (word, excel, powerpoints, Teams, Forms) -Required
• Comprehensive understanding of logistics operations, compliance procedures -Preferred
• Knowledge of personal security and safety issues affecting humanitarian personnel -Preferred
• Resourceful and capable to research and source information -Preferred

LANGUAGES

• Fluently spoken and written English and Arabic -Required
• Fluently spoken and written Japanese -Preferred

Competencies, Values and Comments

• Professionalism 
• Teamwork 
• Judgment and decision making 
• Diversity 
• Integrity 

IFRC ensures equal employment opportunities.