Administration / Logistics Assistant

Organizational Context

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 delegations 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 position is in Jordan IFRC Country Delegation based in Amman.

Job Purpose

Under the management of the Head of Delegation, the incumbent is responsible for providing administrative and logistics services to Jordan country delegation.

The Administration and Logistics Assistant will be responsible for implementing the administrative and logistics policies and procedures according to Federation standards., which will in turn make our services offers more efficient and agile.

IFRC Country Delegation is scaling up the humanitarian assistance support to Jordanian Red Crescent Society in terms of Middle East Crisis IFRC Appeal (Jordan part), forthing 3 community-based projects and upscale of HR deployed in Amman for operations support. This position will assist Head of Delegation and Admin/HR Officer in preparedness, timely offerings of support services and related documentation.

Job Duties and Responsibilities (continued)

General administration services

• Assist Admin/HR Officer and coordinate the visitors and staff visas files and residency permits where applicable – including drafting letters, renewals, cancellations.
• Handle any relevant file which requires signature, stamping, approvals from the Ministry of Foreign Affairs (MoFA), Ministry of Interior (MoI) and other relevant Governmental entities.
• Assist Admin/HR Officer to Arrange flights, other means of travel/transportation, and hotel accommodation for IFRC staff as well as visitors.
• Assist Admin/HR Officer to Handle country delegation international staff end of mission and mission start personal belongings as well as other IFRC requested shipments and courier services.
• Assist Admin/HR Officer to Manage IFRC related events including visas issuance, flights, venue, food & beverage, and accommodation bookings.
• Assist Admin/HR Officer and Head of Delegation in onboarding of new national and international staff.
• Assist IFRC Program team and Head of Delegation in long term projects support services (logistics/admin) offerings, helping in organising conferences and workshops/related logistics.
• Assist Admin/HR Officer and Head of Delegation in working closely with protocol/liaison assistant for organising Syrian and Palestinian borders road transportations, documentation, hotel bookings, airport logistics etc.
• Assist Admin/HR Officer and head of Delegation in ensuring timely/properly planned logistics/admin services according to our integration agreements in offering services for partners in Syria and Palestine, Related conferences and trainings organisations in Jordan.

Reception services

• Ensure the timely registration and distribution of incoming mail and courier services.
• Ensure timely renewal of the IFRC postal services including rental and redirection of mail fees payment.
• Ensure that telephone calls are professionally answered.

Job Duties and Responsibilities

Office management

• Assist Admin/HR Officer to Manage the IFRC office lease agreements including timely renewal, termination, and rental fees payment requests submission.
• Assist Admin/HR Officer to Ensure that all personnel have a well-equipped workstation in the IFRC office premises and attend to any requests regarding furniture or additional equipment based on the basic items provided by the IFRC.
• Assist Admin/HR Officer to Ensure that the IFRC office premises and grounds are adequately cleaned & maintained and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, fire safety, health components, garbage and recycling services) are functioning properly and invoices processed in the system paid to service providers in a timely manner.
• Assist Admin/HR Officer to Keep track of the office equipment and furniture inventory based on the IFRC tracker and ensure a quarterly update of the same.
• Assist Admin/HR Officer to Manage the office’s storage areas including relevant inventory and organization.
• Assist Admin/HR Officer to Coordinate with the regional IT staff or service desk for IT related services.
• Assist Admin/HR Officer to Ensure proper documents filing and archiving at the country delegation based on the IFRC standardized filing system.

Housing services

• Assist Admin/HR Officer to Identify real estate agents and apartments for IFRC International Staff within the security perimeter as defined and authorized by the security focal point.
• Assist Admin/HR Officer to Undertake market assessments to advise staff and draft/update the housing policy.
• Assist Admin/HR Officer to Manage the apartments leases from the contract initiation process to the final handover, making sure that all houses leased in all locations are equipped according to the standard lists and properly maintained according to the contract with the landlord and regional office housing policy.
• Assist Admin/HR Officer to Manage and control all maintenance requests in coordination with the relevant focal points where applicable and ensure that needed repairs will be properly undertaken in the delegates apartments according to approved requests.
• Assist Admin/HR Officer to Ensure timely renewal, termination, and rental fees payment of lease agreements after consultation with the HoD.

Administration related procurement

• Assist Admin/HR Officer to Identify suppliers in different aspects of the administration procurement.
• Assist Admin/HR Officer to Undertake administration-related procurement processes including request for quotations launching for services & goods, finalizing tenders processes as per the IFRC procurement manual and initiating contract IDs for service agreements signature purposes.
• Goods and services shall include – but not be limited to – furniture, IT & security equipment and services, office maintenance & cleaning, translation, interpretation, insurance policies, stationary, business cards, refreshments, etc.
• Assist Admin/HR Officer to Ensure all relevant admin/logs invoices are processed/reviewed for timely payment.
• Assist Admin/HR Officer To ensure a framework agreement is in place at the Delegation office for all the recurrent administrative services.

Job Duties and Responsibilities (continued)

Operational Logistics Support

• Assist Admin/HR Officer To follow the Federation standard logistics practices and keeping records to fulfill audit trail standards.
• Assist Admin/HR Officer To obtain no less than three quotations, prepare a Comparative Bid Analysis and purchase recommendations, all information being systematically recorded in Purchase Committee minutes, where appropriate.
• Assist Admin/HR Officer To liaise with the Procurement Unit Manager GHS & SCM MENA Region to develop and manage a sourcing plan to procure required materials and services for Delegation Office.
• Assist Admin/HR Officer Active participation in the drafting of the specifications required for administrative service.
• Assist Admin/HR Officer Develop monthly procurement reports and maintain accurate requisition date information for all active procurement requests related to IT equipment, software, security items and other related tenders.
• Assist Program Coordinator To liaise and coordinate with the relevant functions in JNRCS for procurement related to DREFs and Appeals.
• Assist Admin/HR Officer To ensure that the procurement carried out by JNRCS is in line with IFRC procurement process and follow audit and compliance requirement of IFRC.
• Assist Admin/HR Officer To identify and maintain an accurate and up-to-date supplier information database for regularly purchased items and keep informed of local market conditions related to all procured items.
• Assist Admin/HR Officer Establish and maintain a good professional working relationship with suppliers.
• Assist Admin/HR Officer To prepare timely monthly reports detailing specifics according to the needs and distribute them to the IFRC GHS & SCM MENA Region and the RO MENA Administration team.

Fleet

• Assist Admin/HR Officer Ensure the day-to-day maintenance of the IFRC rented vehicle, manage its preventive maintenance, follow up on their repair and accident process when needed.
• Assist Admin/HR Officer Conduct driving tests to potential drivers based on the IFRC’s fleet manual & ensure the relevant driving documents are filled & approved.
• Assist Admin/HR Officer Report fuel, maintenance, repair and accidents, drivers’ details; complete new vehicles registrations.
• Assist Admin/HR Officer to Supervise the drivers; follow-up on dispatch and performance management.
• Assist Admin/HR Officer Liaise with the regional fleet focal point in Lebanon for any pending issues.

Communications

• Maintain good and high-level public relations with all service providers and landlords.
• Maintain high level of confidentiality at all levels of work.

Others

• Perform any other duties that may be assigned by the Finance and Administration delegate or HoD.

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

• University Degree in Business Administration or relevant major – Required.
• Masters Degree in Business Administration or relevant major – Preferred.

Experience

• 1 year of relevant professional experience in administration  and logistics – Required.
• Experience in events management – Required.
• Experience in procurement tenders and processes – Required.
• Experience in working in complex environment – Preferred.

Knowledge, Skills and Languages

• Proficient with Internet and Microsoft Office – MS Word, MS Excel and MS PowerPoint – Required.
• Multi-tasking skills  – Required.
• Good written and verbal communications skills  – Required.
• Stress management skills  – Required.
• Teamwork spirit  – Required.
• Fluently spoken and written English and Arabic  – Required.
• Good command of another IFRC official language (French, Spanish or Arabic) – Preferred.

Competencies, Values and Comments

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

IFRC ensures equal employment opportunities.