Administration Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. 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.” It works to meet the needs and improve the lives of vulnerable people before, during, and after disasters and crises and health emergencies. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia and Pacific- AP (Kuala Lumpur); Europe (Budapest); Middle East and North Africa-MENA (Beirut). As one of the five decentralized Regional Offices, Regional Office for MENA supports 17 National Societies to strengthen their humanitarian and development efforts, helping them to remain partners of choice within their country and sustainable and accountable for their actions. Based in Beirut, Lebanon, the incumbent will be part of the Regional Office in the Administration Unit.

Job Purpose

Under the management of the Senior Administration Officer, the incumbent is responsible for providing administrative support services to the Regional Office.

The Administration/Housing Officer will be responsible for implementing the administrative policies and procedures according to Federation standards.

Job Duties and Responsibilities

Housing services

Identify real estate agents and apartments for IFRC and PNSs (Partner National Societies) International Staff (currently around 45 apartments) within the security perimeter as defined and authorized by the security focal point.

Undertake market assessments to advise staff and update the MENA Regional office housing policy accordingly where needed.

Manage the apartment leases from the contract initiation process to the final handover, making sure that all houses leased in all locations are equipped according to the standard lists and properly maintained according to the contract with the landlord and regional office housing policy.

Manage and control all maintenance requests in coordination with PNS focal points where applicable and liaise with the Senior Administration Officer to ensure that needed repairs will be properly undertaken in the delegate's apartments according to approved requests. Respond to all related maintenance and repair works in a timely manner.

Submit exemption requests to municipalities for all registered rented flats and follow-up on the process.

Ensure timely renewal, termination, and rental fees payment of lease agreements after consultation with the Human Resources department.

Offices services

Manage the IFRC and PNSs (where applicable) offices’ lease agreements including timely renewal, termination, and rental fees payment requests submission.

Ensure that all personnel have a well-equipped workstation in the IFRC office premises and attend to any requests regarding furniture or additional equipment based on the basic items provided by the IFRC.

Ensure that the IFRC office premises and grounds are adequately cleaned & maintained and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, garbage and recycling services) are functioning properly and invoices paid to service providers.

Manage and control all maintenance requests in coordination with PNS focal points where applicable and liaise with the Senior Administration Officer to ensure that needed repairs will be properly undertaken in the office premises according to approved requests. Respond to all related maintenance and repair works on a timely manner.

Undertake and/or coordinate all office-related procurement.

Support in the office’s IT basic needs in coordination with the IT Sr Officer.

Handle basic security requirements in coordination with the IFRC security focal point.

Communications

Maintain good and high-level public relations with all service providers and landlords.

Maintain a high level of confidentiality at all levels of work. 

Any other duties that may be assigned by the Admin. Senior Officer or Finance and Admin. Manager.

Duties applicable to all staff

1. Actively work 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 manage

Education

• University Degree in Business Administration or relevant major – Required
• Master’s degree in business administration or relevant major – Preferred

Experience

• 5 years of relevant professional experience in administration – Required
• Experience in procurement tenders and processes – Required
• Experience in supervising people – Required
• Experience in working in a complex environment – Required

Knowledge, skills, and languages

• Proficient with Internet and Microsoft Offices – MS Word, MS Excel, and MS PowerPoint – Required
• Multi-tasking skills – Required
• Good written and verbal communications skills – Required
• Stress management skills – Required
• Team-work spirit – Required
• Fluent in English and Arabic – Required
• French language –Preferred

Competencies and values

Communication, Collaboration and team-work, Customer relations.