Officer, Administration

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.

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.

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.

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

Under the guidance of the Administration Manager as part of the Administration team of the Budapest Office, the Administration Officer  will provide direct administrative support to the Budapest office Administration Department to ensure that the admin unit are managed effectively and in accordance with the IFRC procedures and regulations. 

Job Duties and Responsibilities

Support for international staff housing related inquiries and arrangements prior to arrival to Hungary:

• Book temporary accommodation, send welcome brief prior to arrival of international staff
• Lead onboarding process for new staff members in relation to housing

Coordination of housing related tasks

• Introduce real estate agents to staff, provide general overview of housing in Hungary
• Act as focal point for inquiries while identifying apartment
• Liaise with IFRC legal department and IFRC contracted real estate agency during the contracting phase
• Upload final agreement into IFRC internal contracting platform, monitor approval process
• Ensure that agreement is signed once approved
• Follow up on initial payment
• Coordinate general apartment management related tasks for existing lease agreements
• Ensure that apartment database is regularly updated
• Monitor validity of contracts, prepare extension, if necessary, in cooperation with the IFRC contracted real estate agency
• Arrange hand over of apartment at the end of the lease contract in cooperation with the IFRC contracted real estate agency
• File signed closing papers and follow up on deposit return
• Ensure that accommodation related arrangements are in line with the current housing guidelines, flag any issues to management in a timely manner

Framework agreements

• Act as focal point in the Administration Unit for the preparation of framework agreements with suppliers in coordination with the regional procurement unit.
• Ensure there is a framework agreement in place at the regional office for all the recurrent administrative services.
• Coordinate with the Regional Logistics and Procurement unit (if needed) the negotiation of current agreements where applicable and needed as well as the renewal of expired framework agreements.
• Active participation in the drafting of the specifications required for an administrative service.
• Active participation in all the phases related to the tender, opening, analysis, and selection process (when required)
• Provide technical specifications and details, where needed, to country delegations, and country cluster offices in their preparation of framework agreements.

Administration related procurement

• Conduct a market assessment to identify suppliers in different aspects of the administration procurement.
• Keep and update an index of potential suppliers and service providers.
• Undertake administration related procurement requests such as – but not limited to – printings, translation, interpretation, library and souvenirs items, vests, etc.

Job Duties and Responsibilities (continued)

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

Required:

• Diploma or University degree in a relevant field.

Experience

Required:

• At least 3-5 years relevant working experience in administration.

Preferred: 

• Experience in finance and procurement.
• Experience with working with external stakeholders and vendors.
• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment.

Knowledge, Skills and Languages

Required:

• Strong communication skills.
• Excellent computer skills (MS Office and HR Systems).
• Ability to work under pressure and to deadlines.
• Accuracy and fine attention to detail.
• Proactive and innovative approach.
• Tact and diplomacy.
• Excellent customer service.
• Ability to handle confidential matters.
• Fluently spoken and written Hungarian.
• Fluently spoken and written English.

Preferred: 

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

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