Regional Administration 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.

Based in MENA regional office, Beirut, Lebanon, the incumbent will be part of the regional office administration unit.

Job Purpose

Under the management of the Administration Manager, the incumbent is responsible for providing administrative support services to the Regional Office. The Administration Officer will be responsible for implementing the administrative policies and procedures according to Federation standards.

Job Duties and Responsibilities

Events Management

• Manage all IFRC related events (workshops, meetings, dinners, gatherings, cocktails, etc.) taking place in Lebanon, either in or outside the IFRC office, and coordinate the implementation with relevant entities and requesters.
• Act as administrative focal point for all events managed by IFRC and held in Lebanon.
• Handle all visas requests related to IFRC events participants.
• Handle all logistics bookings – flight, tickets, transportation – related to IFRC events participants.
• Ensure the timely booking of the needed events space including all relevant requirements – IT, audiovisual, food and beverage, etc..
• Handle any needed events procurement.
• Ensure relevant support is available throughout the event, in close coordination with different IFRC units and service providers where applicable.
• Manage all remaining events related requirements.
• Support country delegations in organizing local and/or regional events in different MENA countries where needed.

Administration related procurement 

• Conduct a market assessment to identify suppliers in different aspects of the administration procurement.
• Keep and update an index of potential suppliers and service providers.
• Undertake administration related procurement requests for the regional office and MENA delegations where need be, such as – but not limited to – office maintenance, events management, printings, translation, interpretation, library and souvenirs items, vests, etc.

Filing and Archiving  

• Act as focal point for filing and archiving in the regional office and as support in the country and cluster delegations, following the IFRC standardized filing system.
• Coordinate with Geneva Secretariat to ensure the latest systems updates and user details are timely received and shared with relevant colleagues within MENA.
• Train relevant colleagues in the regional office as well as in MENA delegations on the use of the latest filing and archiving system and support them where needed to complete the necessary steps.
• Ensure the standardized filing and archiving system is constantly used and updated in administration and all departments of the regional office.
• Coordinate with the administration counterparts in delegations to follow-up on their own implementation and updates of the system in MENA delegations.

Others

• Be part of the after working hours administrative support in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks, ie official paperwork management, etc.)

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

• University Degree in Business Administration or relevant major/certifications - Required.

Experience

• A minimum of 3 years of relevant professional experience in administration - Required.
• Experience in events management - Required.
• Experience in procurement tenders and processes - Required.
• Experience in working in complex environment - Required.

Knowledge, Skills and Languages

• Proficient with Internet and Microsoft Office – MS Word, MS Excel and MS PowerPoint - Required.
• Multi-tasking skills - Required.
• Good written and verbal communications skills - Required.
• Stress management skills - Required.
• Teamwork spirit - Required.
• Able to work independently were needed - Required.
• Solution-oriented mindset - Required.
• Maintain good and high-level public relations with all service providers and suppliers - Required.
• Maintain high level of confidentiality at all levels of work - Required.
• Fluent spoken and written English - Required.
• Fluent spoken and written Arabic - Required.
• Good command of French - 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

Salary Range mentioned below is NOT accurate, it depends on the relevant experience of the chosen candidate and based on the internal IFRC salary scale.