Administrative Assistant
3 weeks ago
**Administrative Assistant**
**Grade 4**
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network with 191-member National Red Cross and Red Crescent 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 people in vulnerable situations 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 IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.
This position is located at the Delegation of the IFRC to the United Nations (UN), in New York, USA, which reports to the IFRC’s department for Global Relations, Diplomacy, and Digitalization located in Geneva, Switzerland.
The Administrative Assistant, under the supervision of the IFRC’s Head of Delegation to the UN, is responsible for providing administration, logístical, substantive, and governance support to the IFRC New York Delegation and the global humanitarian diplomacy team, including support with donations management and events.
**1). Administrative, logístical, and substantive support to the Delegation and the global humanitarian diplomacy team**
- Manage the Head of Delegation’s calendar, including organizing programmes, scheduling meetings, coordinating briefing materials and statements, and circulating post-meeting notes.
- Manage travel plans for the Head of Delegation, including flights, hotels, expenses, and programme.
- Coordinate team meetings, including agendas and presentations.
- Support the Delegation to participate in UN events and meetings by registering and inscribing on speakers’ lists.
- Support visitors’ schedules, organizing programmes, setting up meetings, securing UN Grounds passes, and providing information and support on accommodation as needed (UNGA, ECOSOC HAS, HLPF etc).
- Coordinate the Delegation’s report following the High-level Week of the UN General Assembly and other UN conferences and events.
- Maintain all records in the Delegation’s database in a clear, organized, and confidential manner.
- Notify the Delegation of incoming visitors, receive visitors, and manage IFRC’s boardroom calendar.
- Undertake discrete projects linked to specific areas of work, support implementation plans, and corresponding actions.
- Ensure front of office workflow in the absence of the Head of the Delegation and in collaboration with the Officer-in-charge.
- Vet potential service providers (at least 3) and process comparative bids analysis.
- Maintain an organized and up-to-date filing system consistent with rules and regulations.
- Provide other administrative and logístical support as assigned.
**2). Governance support to the Delegation**
- Organize the annual Board Meetings for the Delegation.
- Coordinate the drafting of the annual Board Report, including the Chairperson’s script and taking minutes during the meeting.
**3). Donations and Resource Mobilization**
- Manage the flow of unsolicited donations received by the Delegation, maintain updated records electronically and in paper, issue receipts (i.e. thank you letters) on a timely basis, ensure accuracy of records by cross checking with bank account records (bank statements, status of donations account), secure the signing of necessary documents (e.g. Donor Notes and Funding Agreements), and share IFRC or National
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