Executive Assistant

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-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 IFRC Country Cluster Delegation (CCD) for Ethiopia and Djibouti based in Addis Ababa, Ethiopia supports the Ethiopian Red Cross (ERCS) and Djibouti Red Crescent (DJRC) with response operations and longer term developmental and capacity strengthening assistance. Under the direction and supervision of the CCD Head of Delegation, the Executive Assistant will support CCD with the implementation of these priorities.

The Executive Assistant position provides efficient and effective executive support service to the Head of Delegation (HoD) in all administrative and logistical matters in the day-to-day running of the office.  The position supports as a liaison between internal and/or external customers and the Head of Delegation (such as appointments, approvals, presence of HoD in an event, or require any other matter from the HoD)

Administrative and Calendar Management

• Support the day-to-day operational and administrative activities of the Head of Delegation to enable him/her to focus on larger or strategic matters.
• Track the HoD calendar and ensure all meeting schedules are up to date.
• Assist with planning and follow up on HoD management meetings, including taking minutes, following up and sharing agendas, compiling and distributing background documentation.
• Upon request, attend selected meetings on behalf of the HoD in the event of schedule conflicts and ensure prompt reporting of meeting results
• Review all outgoing correspondence prepared for the Head of Delegation, edit as appropriate and follow up on standard administrative correspondence.
• Support the HoD for all logistical support; flights, hotels, calculating mission expenses, preparing refunds for the HoD for official expenses, booking meetings inside and outside the office, preparing and reconciling travel cash advances and so on, closely working with support services unit.
• Following up on actions required by the Head of Delegation, filing documents and maintaining the relevant files.

Coordination

• Coordinate administrative and logistical arrangements for visitors, including arranging appointments for the Head of Delegation, compiling and providing information or relevant materials required and updating information regarding the HoD planned travel and meetings.
• Coordinate with the Support Service unit for managing the process of trip agendas, and other logistical items, managing scheduling and creating invoices for expense reimbursement and collections and preparation of expense reports.
• Liaise with internal and external stakeholders and the National Society to promote a good and positive image of the Federation through information exchange and professional feedback.
• Ensure that there is great coordination between AU Representation Office and National Society by providing the needed support for information sharing and coordination .

Information Management

• Manage the information flow of the Head of Delegation’s office to other offices, movement partners, the National Society and others
• Ensure timely and accurate transmission of information and follow-up to ensure feedback is provided, necessary action is taken, and deadlines met.
• Maintain confidential / sensitive material professionally while protecting the interest of the Head of Delegation Office
• Support, organize and maintain efficient information storage and retrieval systems that guarantee the correctness and integrity of records as well as ease of cross referencing with well-defined levels of access.
• Share information with all IFRC staff as directed by the Head of Delegation.

Protocol and Travel Management

•  Work closely with AU Representation Office on protocol and travel management and advice on any new policies that may impact on IFRC operations and relationships.
• Organizing the Head of Delegation travel, visa application and other related logistics (hotel, per diem and so on) by working closely with AU Representation Support team.
• Ensure CCD visitors/delegates are received and update welcome package and protocol services that includes information about the country context.
• Support all CCD delegates/visitors obtaining necessary official documentation such as resident permits, renewal of ID, visas and driving licenses in coordination with National Society (ERCS) and AU Representation Office
• Perform any other duties that may be assigned by the HoD.

University degree and professional qualification in Administration, Communication, or related area is required

• Minimum 3 years’ professional experience in a similar role
• Professional experience working in an international organization, NGO, or other relevant international and cross-cultural environment.
• Experience in workshop planning, organisation and administrative/coordination role.
• Ability to identify issues, formulate opinions, make conclusions and recommendations..
• Conceptual analytical and evaluative skills
• Red Cross/Red Crescent knowledge and experience (preferred)
• Experience in maintaining program, contractual and confidential files

• Ability to work in a cross-cultural and cross functional environment;
• Ability to work under pressure and with tight deadlines and handle multiple tasks;
• Problem solving skills;
• Self-supporting on computers;
• Excellent organization, communication and reporting skills;
• Good leadership, conflict management, team building and interpersonal skills are an essential part of the job;
• Negotiation skills and excellent customer service;
• Presentation skills;
• Fluently spoken and written English
• Good command of another IFRC official language (French, or Arabic) – Preferred

Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED