Executive Assistant to the office of the Regional Director

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.

Job Purpose

The Assistant is responsible for providing administrative and secretarial support to the Regional Director office, this includes supporting MENA Regional Director and his deputy.

Job Duties and Responsibilities

Specific Duties, Responsibilities and Accountabilities:

Office Management

• Assist the Liaison senior office in arranging the Regional Director / Deputy Regional Director travel files (planning itineraries, travel request, tickets, visa, reimbursement of the expenses, etc.).
• Preparing all requisitions related to the RD/DRD office with close follow up
• Provide general administrative support to the teams that directly reporting to the RD and the DRD.
• Support the RD/DRD in organizing meetings with the team.
• Support the Liaison Senior Officer with the translation of documents/letters
• Respond promptly to the HoCC & HoCO’ queries
• Facilitate timely internal communication (e.g. distribute information electronically and otherwise)

Administrative

• Liaise with internal staff at all levels
• Assist the liaison senior officer in taking minutes for the monthly coordinator’s meetings / other executive meetings
• Manage purchasing, inventory, maintenance of the RD office and make sure that stationeries, promotional items/gifts, and other office supplies are available.
• Support the liaison senior office in Organizing regional/high level meetings and events

Visitors/meetings/travel

• Assist the Senior liaison officer with the preparations for high-level visits to the office  
• Assist with the administrative / logistical arrangements for IFRC regional workshops / meetings organized by the RD.

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’s goals
• 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 line manager

Education

University degree in Business Administration or relevant major - required

Experience

• 5 years’ experience in an administrative or secretarial role, with sound skills in typing, filing, communication technology and office systems – required
• Experience in event management, travel arrangements, dealing with hotels and other service providers – required
• Experience in RCRC movement or a humanitarian organization – preferred

Knowledge, skills and languages

• Good organizational skills and close attention to detail - – required
• Self-sufficient in computers (particularly Excel, Word, Sharepoint, PowerPoint) – required
• A can-do attitude, with an ability to work independently and under pressure – required
• Able to work in multi-cultural environment – required
• Resourceful and capable to research and source information – required

  Languages

• Fluently spoken and written Arabic – required
• Good command of French, and English – required

Competencies and values

• Communication
• Collaboration and Teamwork
• National Society and Customer Relations
• Building Trust