Executive Assistant to the Deputy Regional Director

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.

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 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 four main Divisions: (i) National Society Development and Coordination, (ii) Humanitarian Diplomacy and Digitalization, (iii) Management and Accountability and (iv) People and Strategy.

The 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.

The IFRC's Regional Office for Europe and Central Asia works in support of 53 National Red Cross and Red Crescent Societies. Through its Country Cluster Support Teams and Country Offices, it provides coordination, financial and technical support for disaster operations and longer-term development programmes throughout the region. Our work focuses on disasters, climate, and crisis (including migration); health and care; National Society development; and inclusion, protection, and engagement.

The position is part of the Humanitarian Diplomacy, Liaison, Communications and Regional Support Unit and works closely with the Head of Unit and other functions to provide relevant support to the Deputy Regional Director and the Regional Office for Europe Management.

The 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. 

The Executive Assistant plays a key role in ensuring the efficient and timely execution of the Deputy Regional Director’s responsibilities. This position supports proactive planning, strategic prioritization, and effective engagement across the Regional Office. In close collaboration with the Senior Executive Assistant to the Regional Director, the incumbent contributes to the seamless functioning of the Office of the Regional Director by facilitating internal communication and external liaison. Together, they ensure coordinated and complementary administrative operations that support the leadership of the Regional Office for Europe.

The Executive Assistant will:

1. Provide comprehensive administrative support to the Deputy Regional Director, including:

• Managing incoming and outgoing correspondence
• Organizing office routines and procedures
• Managing the Deputy Regional Director’s calendar and appointments
• Filing and archiving key documents and communications
• Coordinating travel arrangements
• Supporting the completion of mission notes and expense reports
• Providing timely updates to the Deputy Director during missions and absences

2. Collaborate closely with the Senior Executive Assistant to Regional Director to ensure office coverage, coordination, and operational efficiency. This includes providing mutual backup during absences.

3. Draft speeches, briefing papers, and other documents for the Deputy Regional Director, and coordinate translations into working languages and Hungarian as needed.

4. Oversee the preparation of briefing materials for the Deputy Regional Director and other senior IFRC leaders traveling within the Europe Region.

5. Support the Deputy Regional Director in maintaining regular communication with IFRC representatives across the Region.

6. Prepare agendas, background documents, and minutes for Movement meetings, Senior Management Team (SMT) meetings, European Management Meetings, partnership meetings, and other relevant gatherings.

7. Coordinate SMT meetings, working groups and Task Forces led by the Deputy Regional Director, including minute-taking and tracking follow-up actions and decisions.

8. Coordinate thorough preparations for meetings including venue, technology, agenda, attendees, and other matters as they arise. And including final approval of agendas and documentation prior to submission to the Deputy Regional Director and Regional Director.

9. Support strategic effective liaison between the Regional Office and external counterparts, including Movement partners.

10. Monitor and ensure timely follow-up on issues under the Deputy Regional Director’s purview, coordinating with relevant staff and field colleagues as needed.

11. Organize diplomatic functions (e.g., diplomatic briefings, WDR launches), ensuring adherence to protocol in communications with external partners such as ministries, embassies, and international organizations.

12. Manage specific projects and thematic files as assigned by the Regional Director, acting as the focal point where required.

13. Arrange and participate in representation functions as requested.

Duties applicable to all staff
1. Work actively towards the achievement of the IFRC’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.

Required:

• University Degree in business administration, international relations or other relevant field

Required:

• Significant work experience (3 to 5 years) in an administrative and office management role out of which 2 years with an international organisation, preferably with a humanitarian or development role

Preferred:

• International RCRC experience

KNOWLEDGE AND SKILLS

Required:

• Proven track record of excellence in managing and supporting an executive office
• Excellent interpersonal skills. Team player.
• Handling of sensitive information, discretion, solid judgment
• Proven ability to draft correspondence and documents in English (advanced level)
• Strong written and oral communication skills
• Outstanding organizational and problem-solving skills
• Ability to multi-task, work under pressure, and prioritize workload in order to meet tight deadlines
• Interpersonal and diplomatic skills, sound judgment and maturity.
• Knowledge of protocol in international organizations.
• Focused on quality and standards, results, and accountability
• Proactive approach to finding creative and constructive solutions to difficult issues

LANGUAGES

Required:

• Fluently spoken and written English
• Other languages: Hungarian

Preferred:

• Good command of another IFRC working language (French, Spanish or Russian)

Competencies

• Communication
• Collaboration and Teamwork
• Judgement and Decision Making
• National Society and Customer Relations
• Creativity and Innovation
• Building Trust