Senior Officer, Liaison to Head of Delegation

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 (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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 delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC Country Cluster delegation based in Jakarta cover cooperation with National Societies of Indonesia, Brunei-Darussalam, Singapore, Timor-Leste and functions as representation to ASEAN.

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.

Job Purpose

The Liaison Senior Officer supports IFRC Head of Country Cluster Delegation/Representative to ASEAN in external communication with ASEAN institutions, Governments, UN agencies, Embassies, international organizations and other stakeholders. The holder of the position also support HoD in communication with Red Cross Red Crescent network.

The Liaison Senior Officer provides executive level support to the IFRC Head of Delegation (HOD) and Representative to ASEAN. This includes administrative, logistical and information management assistance to the HoD, as well as planning and support in coordination of work between the teams. The role will also include support to HoD in overseeing project management and oversight in the delegation.

Job Duties and Responsibilities

Executive Support

1. Maintaining close communication with an internal contact details database/ mailing lists for ASEAN institutions, UN institution, Embassies, International Organizations. Support effective and timely management of Partner requests, queries, and related needs.
2. Supporting Head of Delegation in communication/coordination with Red Cross Red Crescent network.
3. Attending meetings and/or calls with the Head of Delegation as and when required – coordinating, producing, and distributing agendas, as well as drafting comprehensive minutes and providing a draft summary of key issues raised and recommendations suggested.
4. Providing general and cross-departmental support in the implementation of projects in which the Head of Delegation is the task giver.
5. Maintaining calendars for the Head of Delegation, including identifying key deadlines /milestones in team plans and flag as necessary follow-up. Liaising with team members to ensure actions are being followed up.
6. Anticipating needs and responding to direct and anticipated requests; providing thoughtful replies to requests and follow up on action items on behalf of the Head of Delegation.
7. Creating required documentation on an ongoing basis this involves Producing letters, briefing notes, background papers, formatting reports and other communications materials.
8. Organizing internal and external meetings and events under HOD office including meeting logistics, materials preparation and cross-team coordination of travel and accommodation arrangements.

Project Management Support

1. Working in close coordination with teams within the IFRC Delegation, monitor quality and compliance of agreements signed by HoD.
2. In liaison with the Programme, Finance and NSD teams, support in the development, tracking and maintenance of project agreements and correspondences.
3. Develop and Maintain the Delegation’s physical and electronic filing system for the team to ensure all programmatic data is available for easy access and retrieval of information.

Education

University degree in International Relations/Service Management/Social Studies or relevant qualification/technical training (or equivalent experience).

Experience

1. 7 -10 years of professional experience relevant to the above tasks in an international working environment;
2. 3-5 years of working in the area of expertise;
3. International RCRC experience is preferred.

Knowledge, Skills and Languages

1. Excellent computer skills. (e.g. Microsoft Outlook, Word, Excel, Adobe Acrobat);
2. Experience in office management principles and procedures;
3. Experience in problem identification and solution;
4. Knowledge and commitment to Red Cross Red Crescent Fundamental Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice;
5. Report writing skills;
6. Experience in dealing with government officials and diplomatic community preferred;
7. Advanced verbal and written communication skills.

Competencies, Values and Comments

1. Fluent spoken and written Bahasa and English;
2. Good command of another IFRC official language (French, Spanish or Arabic);
3. National Society Relations, Result Focus & Accountability, Teamwork, Communications, Professional Mastery;
4. Coordination and organizational talent, Managerial Effectiveness, Innovation;
5. Character Qualities: Discrete and diplomatic behaviour, high degree of integrity, discretion, and personal conduct, flexible and adaptable to changing working conditions, self-motivated, with good judgement and initiative, excellent interpersonal skills, high level of attention to details, and sensitive to cultural diversity.

Important Note:

In order for us to assure a proper comparative evaluation of your application for this vacancy and to enable us to consider your profile against other similar current and future vacancies, we ask that applicants submit their applications together with a letter of motivation no later than 14 May 2024.

• Range of Salary for this position start from IDR 18,000,000 – IDR 25,000,000
• Please note that the selected candidate will be hired through a national contract under Indonesia labor law.
• The incumbent is responsible to abide by Federation policies, procedures, plans and the applicable laws
• The closing date is midnight Geneva time zone. Applications received after the closing date will not be considered;
• Only those candidates shortlisted for interviews will be notified.

The position will be based in Jakarta thus Indonesian as well as foreign applicants with valid and current residence and work permits in Indonesia are encouraged to apply.