The Senior Assistant in the Office of the Under Secretary General (USG), Management Policy, Strategy and Corporate Services Division (MPSCS) carries out a broad range of core, administrative and specific technical duties to ensure the effective organization and efficient provision of comprehensive services to the USG and internal and external stakeholders. The Office of the USG has oversight of functions and work portfolios in multiple locations. The post holder will provide comprehensive support to facilitate the work processes of the entire division and to assist in the delivery of the USG’s official programme and objectives.
Responsibilities
Under the guidance and direct supervision of the Under Secretary General (USG), Management Policy, Strategy and Corporate Services Division (MPSCS), the Senior Assistant provides a wide range of core and administrative support services. These include ensuring timely follow-up in terms of communication and correspondence, regular reporting on implementation of relevant action points to the compilation, review and dissemination of key data and information. It is expected that the post holder will carry out the responsibilities in a professional, autonomous and confidential manner ensuring team cohesion and promoting a solutions-oriented approach.
Administrative Matters
- Manage the USG calendar to enable the delivery of the USG’s official programme and objectives as well as the incoming and outgoing workflow of the Office. Review information received and identify priority matters that require urgent attention and action by the USG. Ensure timely response and follow-up.
- Ensure overall coordination of work processes, steering the day-to-day support of smooth administrative, financial, logistical and operational running of the USG office and its division.
- Serve as a notetaker and secretary to meetings, ensuring the timely finalization, circulation and archiving of agendas and minutes.
- Organize missions, handle all related logistics and provide the USG with pertinent background information in advance.
Maintain a clear and logical electronic and hard copy file management system for general and confidential materials in accordance with IFRC policies.**Communication Management**
Monitor and manage incoming and outgoing correspondence, including USG emails, with discretion and sensitivity, highlighting any communication that requires immediate action by the USG, gathering necessary background information and inputs to enable a prompt and accurate response.
Manage the flow of information concerning the USG’s decisions, action points and related communication, professionally conveying this information to relevant colleagues and stakeholders.
Draft, edit and produce an array of official correspondence, such as documents, presentations, reports and memos that cover a range of matters, including confidential issues. Ensure such correspondence contains inputs from key contributors, is tracked and properly monitored, highlighting any concerns to the USG.
Research and Development
- Coordinate and compile stakeholder inputs for concept, background and briefing papers, talking points and presentations on a variety of subjects for different audiences, ensuring a consistent level of high quality.
- Oversee the compilation of all needed materials to inform decision making and process input.
- Edit, proof-read and finalize all documents emanating from the Office of the USG, ensuring conformity to IFRC branding guidelines.
- Establish reporting templates and regularly produce reports for USG, senior management and the division, tailoring communication pieces for each report.
- Proof papers and information received from other Divisions; conduct an initial review of the content, summarize key points, and recommend an appropriate response to the USG.
Research, collect, analyse and interpret data to improve quality and relevance.**Project Management**
Identify activity linkages within the Division and across IFRC.
Proactively manage USG and division calendar, actions and deadlines related to the business plan and objectives; track progress, highlight milestones and potential risks. Suggest alternative solutions and ensure compliance with existing IFRC protocol.
Oversee the day-to-day delivery of project implementation in an independent manner while providing inputs to cross-divisional projects.
Undertake discrete projects linked to specific areas of work, support implementation plans and corresponding actions. Communicate progress on a regular basis.
Gather analysis on current processes and consolidate and present findings and recommendations in a clear manner.
Manage independently event management for the USG and MPSCS.
Follow-up on different projects, ensuring timely and quality delivery and development of alternatives if necessary. Front Office Representation
Receive visitors and advise on any specific protocol matters.
Assist the USG in establishing and maintaining relationships with internal and external stakeholders, including service providers, Movement Members and other organizations to facilitate an exchange of information, sharing of resources and strategic guidance.
Ensure front office workflow in the absence of the USG and in collaboration with the Officer in charge. Liaise regularly with colleagues within the Division and throughout the IFRC to maintain familiarity on current developments and potential impact on divisional and USG work.
Manage independently event management for the USG and MPSCS.
Follow-up on different projects, ensuring timely and quality delivery and development of alternatives if necessary.**Front Office Representation**
Receive visitors and advise on any specific protocol matters.
Assist the USG in establishing and maintaining relationships with internal and external stakeholders, including service providers, Movement Members and other organizations to facilitate an exchange of information, sharing of resources and strategic guidance.
Ensure front office workflow in the absence of the USG and in collaboration with the Officer in charge.
Liaise regularly with colleagues within the Division and throughout the IFRC to maintain familiarity on current developments and potential impact on divisional and USG work.
Education
- Secondary level education and complementary experience or training in general office management
- University degree in human resources, business administration, management, finance, project management, international development or related field (preferred)
Experience
- At least three years of progressively responsible administrative or office management role
- One year working for an international organization or for a company with a global presence
Knowledge, Skills and Language
- Outstanding organizational and problem-solving skills
- Ability to multi-task, work under pressure, and prioritize workload in order to meet tight deadlines Strong written skills, such as drafting and editing and the ability to synthesize information Interpersonal and diplomatic skills, sound judgement and maturity
- Knowledge of protocol in international organizations
- Ability to identify and handle sensitive and confidential information with discretion
- Detail and solutions oriented
- Fluency in the entire Microsoft Office Suite (preferred)
- Experience using an Enterprise Resource Planning (ERP) system Familiarity with and confidence in using other IT tools, software and programmes as well as social media (preferred)
- Experience in project management (preferred)
- Fluency in written and spoken English
- Good working knowledge of another IFRC official language (preferred)
How to apply:
To apply directly to this position, go to this page and follow the corresponding instructions.
Other IFRC opportunities can be found at https://www.ifrc.org/en/who-we-are/working-with-us/current-vacancies/