Country: Switzerland
Closing date: 10 Aug 2017
Background
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization with 190 member National Societies. It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade. The Finance and Administration Department is part of the Management Services Business Division and covers five units, namely, Building Management; General Services; Language; Library and Archives as well as Insurance Management. Its mission is to provide cost-effective day-to-day administrative services that enhance the productivity of the Secretariat as well as to ensure staff safety and well-being. The General Services Unit comprises a vital part in the efficient running of the administrative and logistical preparation of all statutory meetings and the general administrative support to many stakeholders (all departments in business groups at the Federation Secretariat in Geneva, in zone offices and country representations in the field, the Federation Governing Board and commissions, the National Societies and other external partners). The position of the senior assistant for administration general services covers 3 posts who work together on a rotational basis to cover 10 hours full time presence for the Reception Desk (not less than 40% of tasks), for the Statutory meetings support, the general administration and visa support, finance processes and problem solver so any matter pertaining to administrative support in Geneva. It should be highlighted that the Reception/Welcome and Conference tasks have high impact in terms of reputational risk and financial accountability for the organisation if clients are unsatisfied or if there are mistakes in the protocol.
Job Purpose
To provide high level organisational support for Reception/Welcome Desk, Statutory meetings, visa process, accommodation management, administration trouble shooter and participate in project development by conducting research and data analysis in various areas. To facilitate innovative processes and administrative project work with both internal and external partners ensuring sound and consistent coordination and exchange of information between the Geneva Secretariat, its Regional and country Offices, the membership of the National Societies and the wider international and humanitarian network.
Job Duties and Responsibilities
Administrative and Logistic Support for Administration Department
• Provide efficient and timely administrative support to the Unit Manager and staff including consultants, volunteers, interns and delegates working for the Unit / Department through:
• Assisting in the planning and management of the organization and logistical support for workshops, meetings and conferences both in Geneva and abroad,
• Making travel arrangements and processing related mission expenses for the Unit / Department staff
• Manage agendas and organize appointments, meetings or teleconferences with visitors, delegates or other members, take meeting minutes when required
• Manage the Geneva Stationery purchase and stock for daily use, identify new products and green items, verify the online orders from colleagues; provide advices on all special or large orders, and ensure safe storage.
• Coordinate events such as farewell parties and end of year cocktails for the Secretariat in Geneva (inform personnel, order cocktails and purchase gift).
• Coordinate administration with other Units, Departments, and Divisions.
• Contribute to the support of the Unit / Department’s team projects in line with the strategic operational framework
Finance Support
• Support budget managers in ensuring proper financial management
• Liaise with the relevant Finance Officer and ensure proper coding of invoices, income and expenses especially for Swisscom, Piramedia, stationery suppliers
• Assist in the follow up of financial processes for handling petty cash and preparing logbook for Finance department for reporting on the selling at the Boutique, on collecting money for personal calls from mobile phone bills for staff.
• Prepare finance forms, collect necessary signatures and arrange acknowledgement correspondence for the “Travel Assistance” entitlement table with the control of approved budget allocation.
Statutory meetings Support and other meetings / conferences
• Statutory meetings includes Governing Board (GB), Advisory Bodies (AB) such as Finance and Youth Commissions, Audit & Risk Committee, several Ad-hoc working groups or committees, General Assembly (GA), Council of Delegates (CoD), International Conference (IC).
• Manage hotel block bookings for all meetings in Geneva, negotiate preferential rates, organise onsite visits for control, select venues for meetings upon request.
• Prepare practical administrative information and registration instructions for Conferences
• Guide and advise Secretariat staff on procedures to be followed when preparing meetings in the Geneva Secretariat
• Monitor and manage the on-line registration using the Event system software and provide personalised assistance to National Societies delegates who experience difficulties. Coordinate the registration of all IFRC and ICRC staff.
• Develop and maintain up-to-date lists of attendees to provide accurate data to be uploaded into the final report (Blue Book).
• Manage the process of Visa application for staff and visitors in Geneva and from the field (contact with Swiss consular representatives in Geneva or abroad, provide letter of guarantee, coordinate/negotiate solutions with the Permanent Missions in Geneva to sort out problems of special cases / short notice applications).
• Train the registration team at each General Assembly and/or International Conference, provide onsite guidance on any administrative tasks and be the trouble shooter to find solutions to crisis or last minute requests.
• Support the Unit Manager in the Protocol arrangements for VIPs and various stakeholders including local authorities, diplomatic police, departments and zones.
Reception and welcome desk
• Manage the reception desk and welcome all visitors as the first point of contact in the Federation: individuals, groups, external participants to meetings (governing board members, donors, delegates, suppliers, staff, groups and consultants) and guide them adequately by providing information concerning their appointments, meetings or workshops.
• Coordinate the priorities over the high volume of activities.
• Manage the selling of Federation promotional materials and souvenirs to visitors and staff.
• Security: Monitor the access control of visitors at the main gate after registration; Act promptly in case of security alarms according to the security procedure and be the main contact point for all staff in case of emergencies; Manage the SIPASS software for the production of badges for each employee and control authorisation levels with HR; be the contact person at the Secretariat for the duty phone company (Piramedia); ensure the well-functioning of the defibrillator and keep an updated list of CPR and defibrillator trained staff.
• Telephone switchboard: Manage incoming phone calls and process them, includes relaying messages or providing information as necessary. Contact Telecoms service and/or SWISSCOM and coordinate the repairs’ demands and interventions in case of technical problems
• Manage incoming messages to the Secretariat general e-mail address (secretariat@ifrc.org), coordinate appropriate response with departments inputs, be responsible for the central Secretariat fax systems and act as the focal point for Télésonique.
• Make reservations of conference rooms upon request and help with solutions in case of priority problems and clashes between users.
Communication support
• Manage the Unit FedNet and ifrc.org pages through ensuring content is both up to date and accurate, especially the conference website in liaison with the webmaster.
• Provide support to the development of registration of conferences tools by compile feedback from the field or NS, follow up with communication and providing own view on how to improve the system.
• Provide support in drafting, editing and preparing PowerPoint presentations, briefing notes, correspondence and other communications when required.
• Assist in the editing and proofreading of publications, especially in French language.
• Dispatch publications, documents and other materials when required.
Administration research and programme support
• Support the Unit Manager in facilitating the research agenda for the Unit / Department by undertaking basic research for the department as required, collect research data pertaining to specific work, and provide basic analysis, statistics and reports (e.g. green stationery, mobility project, well-being project, relations with neighbourhood project).
• Manage the Unit/ department’s files to maintain institutional knowledge.
• Provide advice to Secretariat staff to resolve complex administrative issues in dealing with a variety of external stakeholders (embassies, Swiss Permanent Mission, hotels, suppliers…) and escalate most difficult cases to unit manager.
• Answer basic related queries from the public, National Societies and other partners related to specific project work.
• Liaise with delegates, National Societies and external partners to ensure effective communication and exchange of information on projects.
Reporting support
• Assist in the writing & editing of reports.
• Organize the translation of documents.
Education
Commercial or secretarial school with diploma or related field Experience
- At least three to five years in administrative support experience
- Experience in managing data, filing, basic financial and budgetary information
- Proven excellence in administrative support
- Experience working within an RC National Society and/or the Federation Secretariat preferred
Working experience in international environment preferred
Knowledge, skills and languages
Ability to work with minimum supervision
Ability to draft and manage routine correspondence
Excellent skills in computing - standard software of the Federation + Switchboard + Event
Attention to details and focus on the delivery of results and accountability
Confidentiality
Flexibility
Communications skills, both written and verbal
Organizational and planning skills
Ability to handle confidential information
Problem analysis and problem solving skills
Knowledge in processing financial/accounting records
Fluent spoken and written English and French
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
How to apply:
Please submit your application to IFRCjobs