Senior Administration Officer

Job Purpose

The Senior Administration Officer is responsible for providing expertise in the delivery of efficient and effective administrative services and professional advice to the Regional Office in compliance with the IFRC policies, procedures, processes, and tools. 
Technically supporting and supervising administration colleagues in meeting their deadlines and finalizing their tasks where needed. This position is also responsible to train, coach, and enhance the capacities of the IFRC staff under the administration function in the region.

Job Duties and Responsibilities

Business improvement process and efficiency

• Mapping of all the business processes within the administrative function.
• Create, develop and update new as well as existing processes, procedures and guidelines within the administrative function.
• Conduct periodic analysis to introduce continuous improvements.
• Keep updated the flowcharts of all the business processes.
• Implement the best practices to reduce costs without compromising the quality of the services.
• Disseminate the best practices among the staff and monitor the compliance.
• Develop key performance indicators and targets to measure the performance of key services.
• Prepare cost analysis to monitor the achievements of targets, and to address any major deviation.
• Develop a monthly report to monitor the outcomes measure towards the KPIs, and targets.

Management of housing and offices services

• Identify real estate agents in the market, ensure the development and signature of MoUs with relevant entities.
• Ensure that a market assessment is conducted periodically based on the country’s context and needs.
• Manage and supervise accommodation apartments leases - including communication with relevant entities, information gathering, negotiations with landlords - 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.
• Coordinate offices rental process with relevant units.

Framework agreements

• This position is the focal point in the Administration Unit for the preparation of framework agreements with suppliers in coordination with the regional procurement unit.
• Ensure there is a framework agreement in place at the regional office for all the recurrent administrative services.
• Coordinate with the RLU (if needed) the negotiation of current agreements where applicable and needed as well as the renewal of expired framework agreements.
• Active participation in the drafting of the specifications required for an administrative service.
• Active participation in all the faces related to the tender, opening, analysis, and selection process (when required)
• Provide technical specifications and details, where needed, to country delegations, and country cluster offices in their preparation of framework agreements.

Enhancement of the skills and knowledge of the administration staff

• Design a training package for all the administrative services delivered and review it on quarterly/semestrial basis
• Coordinate the development of e-learning tools to facilitate the dissemination of the trainings.
• Lead the organization of periodic trainings during the year including staff within the region.
• Conduct virtual or presential trainings to the IFRC staff where needed and to non-administration staff colleagues where applicable.
• Review and update existing training material.
• Coordinate the translation of the updated material to make them available in Arabic, English, and French

Administration in disaster response: surge development

• Be the focal point to train administration staff to be deployed in emergency contexts.
• Develop training material, and sessions for existing or future surge staff.
• Compile the best practices to implement in an emergency context.
• Review the implementation of IFRC policies, procedures to provide recommendations of improvements based on experiences.
• Develop a checklist of key aspects to implement once deployed to an emergency operation.
• Be the focal point to brief and debrief staff deployed for an emergency operation to support the administrative function.
• Provide technical advice to the staff deployed to an emergency operation to support the administrative function if needed.

Effective management and development of direct and indirect reports

• Build and maintain a structure that delivers quality services to all the related stakeholders.
• Promote a culture of problem-solving mindset, accountability, and integrity among the team members.
• Ensure that the staff under the incumbent responsibility delivers their tasks timely and meeting the expected quality.
• Approving, reviewing, and monitoring the implementation of the annual objectives of the reporting lines.
• Conduct mid-year and annual performance appraisals of his/her reporting lines.
• Revising/updating the direct reports job descriptions, as appropriate
• Recruit, supervise, train and coach the direct reports on relevant administration matters.
• Always motivate and pursue the professional growth of the reporting staff.

Technical and managerial support to MENA country delegations:

• Provide relevant technical administrative support to country delegations in admin. related tasks based on regional practices and processes/procedures.
• Assess the administrative function in country delegations when requested, and provide solutions, support and improvement plans.
• Provide in-country support and training where needed to the relevant country delegations administrative staff.

Communications

• Maintain good and high-level public relations with all service providers and landlords.
• Maintain high level of confidentiality at all levels of work.

Others

• Support administrative colleagues in procurement related matters where and if needed, including tenders launching, suppliers market assessment, etc.
• Authorize all administration related invoices received in the accounts payable system.
• Be part of the after working hours administrative support phone rotation in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list (including but not limited to different tasks such as residential & office leases, office procurement processes, visas & residencies applications processes, inventory/filing/archiving follow-up, logistics bookings in the regional office, etc.)
• Perform any other duties that may be assigned by the Administration Manager.

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 
• Experience in procurement tenders and processes
• Experience in supervising people
• Experience in working in complex environment

Knowledge, Skills and Language

• Proficient with Internet and Microsoft Office – MS Word, MS Excel and MS - required 
• PowerPoint - required 
• Multi-tasking skills - required 
• Good written and verbal communications skills - required 
• Stress management skills - required 
• Teamwork spirit - required 

Competencies and Values

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 

Managerial competencies: Managing staff performance; Managing staff development