IFRC - International Federation of Red Cross and Red Crescent Societies
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Organizational Context
Job Purpose
Documentation and Correspondence:
Provide support in the preparation of program documentation and correspondence for the Bangui Cluster.
Job Duties and Responsibilities
Administrative Processes:
- Arrange and monitor the administrative processes of the Cluster Delegation in accordance with existing procedures and processes.
- Remind relevant staff members of necessary administrative actions and deadlines (Reports, deadlines, etc).
- Ensure that the office equipment/materials is provided to all staff and inventoried regularly, share the report with the persons concerned.
- Monitor all administrative contracts (office, residences, hotels, lawyer, protocol, etc.) and ensure that they are renewed on time to avoid any interruption on the business continuity.
- Put in place with the support of relevant technical persons of the cluster, the welcome package and ensure it is regularly updated.
- Ensure effective supervision of the office and residences cleaners
Documentation Management:
- Arrange the processes, registration, and filing of documentation and correspondence for core processes.
- Ensure all activities are in line with applicable procedures and supported by automation systems.
Meeting and Workshop Preparation:
- Prepare for all relevant IFRC meetings and workshops.
- Record action points and/or write minutes and monitor follow-up actions as needed.
Program Support:
- Provide secretarial, administrative, and organizational support to assigned programs and operations.
- Support the implementation of emergency activities and other operations and programmes within the NS of the Bangui Cluster within the deadlines (plan, monitor implementation, ensure technical follow-up)
- Provide support in monitoring the financial management of project funds in accordance with IFRC procedures.
- Participate in the improvement and drafting of project programme reports and ensure quality in accordance with donor requirements.
- Monitoring and supporting data collection activities as part of needs assessments.
- Lead / support NS in monitoring, mid-term review, community satisfaction survey, end of operation evaluation.
- Promote a long-term strategic approach to pan-African initiatives as well as climate change adaptation/mitigation, including green response, recovery, migration programming, while promoting cash transfer programmes and ensuring mainstreaming of protection, gender and human rights.
Duty Arrangements:
- Organize duty arrangements, including hotel bookings, transportation, and visa assistance for colleagues and visitors traveling to and from the field.
Translation and Interpretation:
- Provide translation and interpretation support for office and program activities.
Education
Educational Background:
- Bachelor’s degree in secretarial, administrative studies, or other relevant fields.
Experience
Work Experience:
- Proven experience in secretarial, administrative, and organizational roles.
Knowledge, Skills and Languages
Language Proficiency:
- Excellent oral and written command of English and French.
Technical Proficiency:
- Good computer skills, including experience with ERP systems or other computerized information systems.
Organizational Skills:
- A proactive attitude with the ability to work systematically.
- Ability to distinguish between major and minor issues and address them accurately.
Interpersonal and Communication Skills:
- Good interpersonal and communication skills.
- Team player with the ability to collaborate effectively with colleagues.
Flexibility and Relationship Building:
- A flexible attitude with a focus on building and maintaining relationships with partners and National Societies.
Competencies, Values and Comments
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