Protocol and Liaison / Executive Assistant, Officer

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 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.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. 

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 IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. 

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.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  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 been present in Armenia since 1989 with large scale humanitarian programmes for 25 years. The IFRC re-opened a country office in Armenia at the end of 2020 and is a part of the South Caucasus Country Cluster Delegation based in Tbilisi, Georgia that covers three countries in the South Caucasus. 

Since September 2023, Armenia has experienced a massive influx of individuals following the military escalation starting on 19 September. According to the Government of Armenia, 100,670 people arrived in Armenia. On 2 October 2023, the Government of Armenia officially requested international assistance. Governmental bodies, NGOs, and volunteers work together to address urgent needs. Since the onset of the crisis, the ARCS has been at the forefront of supporting the national and local authorities in responding to immediate humanitarian needs. IFRC is providing direct support to the ARCS in the evolving crisis and strategic planning for humanitarian interventions and ensuring the provision of technical and financial support in coordination with the Movement Partners.

Job Purpose

With guidance and direct supervision from the Programme and Operations Manager, the Protocol and Liaison / Executive Assistant, Officer will support the executive, representation and coordination functions in the Country Delegation in Armenia. The position holder will provide executive support in partnership engagement (administration, institutional memory records), will be the focal point for all protocol services, and will follow up and ensure that all relevant IFRC actions as they relate to the Government, Embassies, and other International Organizations are in compliance with local laws and regulations.

Job Duties and Responsibilities

• Maintain a high level of awareness related to the activities of the Country Delegation with a view to anticipate need for support.
• Liaise with internal and external stakeholders to promote a good and positive image of the IFRC through information exchange and professional communication.
• Support the Programme and Operations Manager in relationship management with external partners, e.g. UN Agencies, other International Organizations, private sector companies.
• Attend internal and external meetings with the Programme and Operations Manager when required and take minutes. Draft minutes and, upon approval, distribute as necessary. On request, manage follow-up and compile reports on the various internal meetings and meetings with the external partners.
• Be responsible for managing the schedules and communications of the Armenia Country Delegation management. Duties include but are not limited to gathering documents to prepare for meetings, prioritizing emails and phone calls, drafting and editing emails, memos and other official outgoing correspondence.
• Manage business calendar; Ensure timely presentation of e-mails and documents for signing.
• Maintain a repository of protocols and monitor protocol updates and communications with Diplomatic Missions, Embassies, International Organizations, Non-Governmental Organizations, ICRC, National Society Senior Management and Governance, Government protocol and other External Relations, and maintain an updated database of all contacts.
• Support the Armenia Country Delegation in diplomatic and protocol services for high-level visits, missions, receptions, and diplomatic functions in Armenia, ensuring established minimum diplomatic and protocol standards are met.
• Coordinate protocol for high-level missions and visitations ensuring diplomatic and protocol etiquette is observed at airport, etc.
• Coordinate the logistics for events, workshops, and meetings, including arranging venues, transportation, accommodation and catering, as well as managing the schedule and agenda for the event, compiling and distributing necessary documentation and information.
• Coordinate administrative and logistical arrangements for visitors, including arranging appointments for the Programme and Operations Manager, compiling, and providing information or relevant materials required and updating information regarding the Programme and Operations Manager’s planned travel and meetings.
• Provide a comprehensive visitor/delegate welcome package and protocol services. Draft tentative schedules and programmes for visitors, as required.
• Perform other duties as requested by the Programme and Operations Manager and/or the IFRC Armenia Country Delegation Management. Demonstrate flexibility in undertaking additional assignments as per the needs and priorities and contribute to team effort by accomplishing expected results.

Education

Required:

• Relevant university degree in Business Administration/Political Science/International Relations

Preferred:

• Relevant post-secondary training or diploma

Experience

Required:

• Experience in working in a diplomatic institution, embassy or international organization
• Previous experience working in a multi-cultural environment
• Experience of working in and managing office administration and basic protocol, including filing, liaison with organizations, translation/interpretation and report writing
• Experience in maintaining programme, contractual and confidential files

Preferred:

• 3-5 years’ experience of working for humanitarian or international organization
• Red Cross/Red Crescent knowledge and experience

Knowledge, Skills and Languages

Required:

• Strong communication skills
• Ability to identify issues, formulate opinions, make conclusions and recommendations
• Computer Literate: Outlook, Word, Excel, PowerPoint
• Excellent communication and reporting skills
• Ability to work under pressure and tight deadlines
• Flexibility
• Accuracy and fine attention to detail
• Organised and self-starter in work prioritising
• Tact and diplomacy
• Fluently spoken and written English
• Fluently spoken and written Armenian

Preferred:

• Good command of another IFRC official language (French, Spanish or Arabic)

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;