Administration Senior Assistant

Position Title : Administration Senior Assistant Reporting to : Administration Officer Purpose: To provide broad-rang of administrative support,  maintenance to  the IFRC office and residences. To manage and ensure the proper maintenance of the IFRC vehicle fleet.  Duties applicable to all  1. Work towards the achievement of Federation goals in the region of operation through effective managerial and lateral relations and teamwork.  2. Ensure understanding of roles, responsibilities, lateral relationships and accountabilities.  3. Perform other work related duties and responsibilities as may be assigned by the supervisor.   Specific Duties Responsibilities and Accountabilities   Undertake procurement of office and apartment supplies and equipment under 1000 CHF following all IFRC procurement and logistics rules, procedures and regulations Undertake all maintenance work done for the office and delegates houses according to approved request and submit payment requests to the finance department on a monthly basis Make the office and apartments inventories Go to Ministries, PO Box and customs clearance to deliver, collect and ensure follow up of paperwork Search for apartments and schools with and for international staff Arranging stocks and storage in the office Day to day support in obtaining cell phone SIM cards and Blackberries for authorised staff as well as office landline telephones for all staff Make utility, rental, repair, maintenance and related bill payments Undertake day to day support to those working in the office: GRSP, PNSs and IFRC staff and workstations Manage IFRC drivers and co-ordinate their assignment and workload Preparing correct and timely paperwork for signature and action by finance / management Liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost efficient services and flights. Any other tasks which may be reasonably assigned by the line manager Undertake supervision of MENA zone office vehicle fleet according to IFRC standards, ensure the day to day maintenance of the vehicles, and manage their deployment Documentation management including preparation, tracking and ensuring proper filing systems are in place for the office Manage the welcome service for each arriving staff /delegate/visitor, to include information about the country and general information Responsible for booking flights, arranging transport, obtaining visas and permits for delegates, staff and visitors Arrange accommodation for visitors.           Person Specification Required Preferred General Good mental and physical health X   Qualifications University Degree in Business Administration or relevant major X   Experience 5 years of relevant professional experience in administration X   Experience in dealing with hotels and other service providers X   Experience in travel arrangements X   Skills Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint X   Fluent in English and Arabic X   French language   X Core Competencies Strong sense of ownership and able to see through the completion of task assigned X   Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; Flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, proactive, resourceful, hardworking, trustworthy, matured and able to maintain confidentiality at all times. X   Able to work independently and in stressful situations X   Resourceful and capable to research and source information X   Pro-active and highly organized X