TPM 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 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. IFRC has been actively responding to the outbreak by focusing on both preparedness and response. The IFRC has launched a global appeal that focuses on preparedness and response across all regions. Lebanon is in the midst of three mega-crises: the economic crisis; the COVID-19 pandemic; and the aftermath of the Port of Beirut explosion. The crippling economic crisis starting in October 2019 has greatly constrained the health system's ability to provide accessible and affordable health services. The August 2020 Port of Beirut explosion damaged 292 health facilities and significantly reduced access to care, especially for the vulnerable. The Government of Lebanon (GOL) with the support of the World Bank (WB) and other partners has lunch a national COVID-19 vaccine campaign, seeking to vaccinate 80 percent of the total population by the end of 2022. The NDVP covers the vaccination of both citizens and non-citizens, regardless of their status as long as residing on the Lebanese territory. In line with the WHO Strategic Advisory Group of Experts on Immunization (SAGE) Allocation Framework, Lebanon NDVP prioritizes high risk populations through 4 phase approach. In collaboration between World back and IFRC , IFRC Lebanon will lead on Third-Party Monitoring (TPM) to assure all the elements of COVID-19 vaccination, including but not limited to storage, stock and temperature maintenance across the supply chain, service delivery at vaccination sites, eligibility of vaccine recipients and capturing client perspectives and feedback.

Job Purpose

Under the management of the TPM project manager, the incumbent is responsible for providing administrative and security support services to the TPM project.

The Administration Officer will be responsible for implementing the administrative policies and procedures according to Federation standards. In addition to several security and safety rules and regulations

Job Duties and Responsibilities

Offices services

• 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 officer.

Fleet

• Check on a daily basis that all vehicles parked at the IFRC office are properly equipped: check that each vehicle contains a first aid kit, a tool set, a torch, a list of emergency numbers and a map
• Check on a daily basis that all vehicles parked at the IFRC office are properly maintained: the fuel and oil levels, the water levels in the radiator and batteries, the level of the brake fluid, the lights and indicators, the condition and tension of the fan belt and the tire pressures and tire tread (including spare wheel).
• Report all vehicle defects and any missing items to the Office Manager immediately.
• Check logbooks on a daily basis and ensure that recordings are kept up to date. All private mileage in excess of the limits stated in the IFRC's administrative procedures must be advised to the Office Manager.
• Ensure that all logbooks are collected and handed over to the Administration Assistant on the first day of each month for the Transport Management System to be updated.
• Ensure that all vehicles parked at the IFRC office are cleaned (inside and outside) on a daily basis.
• Ensure that the IFRC's vehicles are properly parked at the IFRC office
• Keep the service records for each vehicle within the vehicle file as well as copies of invoices for all repairs and services and ensure that a service requisition is submitted to the Office Manager at due times
• Ensure that a requisition is made to the Office Manager for spare parts that are needed and ensure that a copy of the requisition is included in the vehicle file.
• Check vehicles upon completion of repairs and services and, if satisfied that the work has been completed, sign goods received note or, if not available, invoice, to signify that work has been satisfactorily completed.
• Assist in obtaining travel insurance and police clearance for all vehicles and ensure that the vehicle is properly equipped, is in good order and has all necessary documentation (including at least the mission order, the logbook, the vehicle registration document, the insurance certificate(s) and any police clearance required) before leaving on any trip outside Beirut.
• Act as driver on official missions outside Beirut. This may involve driving in the region.
• Generates movement plans for the field observers all around the country on weekly basis

Communications

• Maintain good and high-level public relations with all service providers
• Maintain high level of confidentiality at all levels of work. Any other duties that may be assigned by the Project manager

Security and safety

• Identifying and developing functional contacts and relationships with key stakeholders (i.e., local authorities, security actors, political representatives, etc.).
• Identifying reliable sources of information in the areas of intervention.
• Triangulate information received from the field.
• In communication with Lebanon County Delegation Security Officer carrying out security check-ups and clearances for expatriate/international and national staff before their movements to the field
• Compile and submit bi-weekly reports that track incidents and trends in humanitarian access and local security contexts within the IFRC in the areas of operation in the country.
• Conduct security briefings for field missions and new staff members joining the TPM project, as required.
• Conduct security assessment for the implementation locations.
• Maintains database records and hardcopy files used to track safety and security data
• 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
• Masters Degree in Business Administration or relevant major - Preferred

Experience

• 3 years of relevant professional experience in administration- Required
• Experience in procurement tenders and processes- Required
• Experience in supervising people- Required
• Experience in working in 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 in English and Arabic-- Required
• French language -Preferred
• Stress management skills- Required
• Driving license - Required | (Public driving license is preferred)
• Well knowledge with all the Lebanese region (Akkar, North, Mount Lebanon, Beirut, Beka’a and South)- Required

Competencies and values

• Communication
• Collaboration and teamwork
• Customer relations

Comments

Recruitment on rolling out basis