Admin Executive Assistant Cluster Centro America

The Admin Executive Assistant based in Tegucigalpa, Honduras provides admin support on managing tasks related to the ETA/IOTA operation. The administrative assistant plays a vital role in providing and coordinating services to the membership by Facilitation links between Honduras RC and the IFRC ETA/Iota team deployed in the field. The admin assistant will ensure that the admin system between ARO, Tegucigalpa, and the team in the field goes on track.

To provide administrative support to the Country Cluster Support Office - Tegucigalpa under the direct supervision of Head of Central America. This position performs key tasks in the areas of Administration, with an emphasis on optimal performance, timely action, and a proactive attitude.

Job duties and responsibilities:

General Administration:

1. Ensure effective, productive, and efficient support to the Cluster Office
2. Answer and direct phone calls; maintaining a detailed message log for unanswered calls
3. Track the movement of staff and provide admin and logistic support.
4. Organize and schedule appointments
5. Responsible for payment of bills for services, utilities and purchases in general for office and delegates houses (such as WASA bills, telephone, security, copier machines, the internet and others)
6. Maintain an updated inventory of all assets of the office and delegate’s house, if any.
7. Ensure proper maintenance of office equipment (A/C, copy machines, alarm systems, etc.).
8. Provide administrative support to delegates (according to guidelines)
9. Assist in the planning of meetings and ensure detailed minute taking when required
10. Develop and maintain an effective administrative and finance filing system
11. Maintain office policies and procedures
12. Adequate maintenance of storage for archiving records for the Office
13. Maintain a tidy reception area and receive visitors; Oversee that the office is always neat and welcoming for visitors and staff
14. Maintain and update contact lists
15. Provide support for special events as required.
16. Act as the point of contact for internal and external customers
17. Manage travel and hotel arrangements for Federation and National Society staff.
18. Manage the organization's mail and courier needs
19. Ensure that the offices' Accounts Payable file is up to date ensuring the timeliness and accuracy of the information communicated to Finance
20. Month-end duties as required.

Logistics:

1. Stock-keeping and ordering of office stationery.
2. Purchase and restocking of office groceries and maintenance supplies ensuring that the office is at all times appropriately stocked.
3. Procurement of office supplies as requested and in line with standard IFRC logistics procedures.
4. Manage the maintenance schedule of the Federation vehicle and vehicle log-book.
5. Book transport for visitors and staff as required.
6. Procure services and supplies for office as directed by supervisor.

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:

• Diploma or First Degree in Business Administration or a comparable mix of experience and course work - Required
• Courses in Office Management, business, and computers - Preferred.

Experience:

Required:

• At least five years of experience as an administrative assistant or a suitable combination of experience and education.
• Proficient in MS Office; Microsoft Outlook and Word in Particular.
• Knowledge of office management systems and procedures.

Preferred:

• Experience in Federation Systems.
• Working knowledge of office equipment such as printers, fax machines, etc.

Character Qualities:

• Able to work in a team.
• A high degree of integrity, discretion, and personal conduct.
• Flexible and adaptable to changing working conditions.
• Willing and able to travel whenever required for work purposes.
• Self-motivated and proactive, with good judgment and initiative.
• Excellent interpersonal skills.
• Able to prioritize and meet deadlines.

Languages:

• Fluently spoken and written English - Required.
• Good command of another IFRC official language (French, Spanish or Arabic) - Preferred.

Core Competencies: Communication, Collaboration and Teamwork, Judgement and Decision Making, National Society and Customer Relations, Creativity and Innovation, Building Trust.

Values: Respect for diversity, Integrity, Professionalism, Accountability.

How to apply:

Applicants will need to send their applications together with a letter of motivation no later than the closing date in order for us to assure a proper comparative evaluation of your application for this vacancy and to enable us to consider your profile against other similar current and future vacancies.

Please apply here:
https://www.ifrc.org/en/who-we-are/working-with-us/current-vacancies/job-description/?id=66555

Important Note:
• Please note that the selected candidate will be hired through a national contract under the applicable national labour law of the country: Honduras.
• The incumbent is responsible to abide by Federation policies, procedures, plans, and local labour laws;
• The closing date is midnight GVA time. Applications received after the closing date will not be considered;
• Only those candidates shortlisted for interviews will be notified.

The position will be based in Honduras; thus, national as well as foreign applicants with valid and current residence and work permits in the based country are encouraged to apply.