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. 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. The position is in the MENA Regional Finance and Administration Unit located in Beirut. The Regional Finance and Administration Unit is responsible for the provision of quality financial and administrative services, quality control assurance, administrative and finance capacity strengthening, and technical advice.

Job Purpose

Under the management of the Administration Manager, the incumbent is responsible for providing administrative support services to the Regional Office. 
The Administration Officer will be responsible for implementing the administrative policies and procedures according to Federation standards.

Job Duties and Responsibilities

Events Management

• Manage all IFRC related events (workshops, meetings, dinners, gatherings, cocktails, etc.) taking place in Lebanon, either in or outside the IFRC office, and coordinate the implementation with relevant entities and requesters.
• Act as administrative focal point for all events managed by IFRC and held in Lebanon.
• Handle all visas requests related to IFRC events participants.
• Handle all logistics bookings – flight, tickets, transportation – related to IFRC events participants.
• Ensure the timely booking of the needed events space including all relevant requirements – IT, audiovisual, food and beverage, etc..
• Handle any needed events procurement.
• Ensure relevant support is available throughout the event, in close coordination with different IFRC units and service providers where applicable.
• Manage all remaining events related requirements.
• Support country delegations in organizing local and/or regional events in different MENA countries where needed.

Administration related procurement

• Conduct a market assessment to identify suppliers in different aspects of the administration procurement.
• Keep and update an index of potential suppliers and service providers.
• Undertake administration related procurement requests such as – but not limited to – printings, translation, interpretation, library and souvenirs items, vests, etc.

Official paperwork management

• Manage the international staff residencies file including submission of documents to the relevant Governmental entities, timely follow-up on issuance, renewals and cancellations.
• Ensure the delivery of complete relevant integration documents for PNSs international staff by PNSs focal points for completion of official paperwork in Lebanon.
• Prepare and submit official letters related to vehicle registration, de-registration, airport access to IFRC drivers.
• Handle any relevant file which requires signature, stamping, approvals from the Ministry of Foreign Affairs (MoFA), and other relevant Governmental entities.

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

• Act as focal point for filing and archiving in the regional delegation and as support in the country and cluster delegations based on the standardized filing 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 different administrative tasks)
• Perform any other duties that may be assigned by the Administration 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 manager

Education

• University Degree in Business Administration or relevant major - required
• Masters Degree in Business Administration or relevant major - preferred

Experience

• 3-5 years of relevant professional experience in administration 
• Experience in events management
• Experience in procurement tenders and processes
• Experience in working in complex environment

Knowledge, skills and languages

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

Languages

• Fluently spoken and written English and Arabic
• Good knowledge of French preferred 

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