Administration Officer

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.

The Country Delegation (CD) in Papua New Guinea is responsible for overseeing IFRC support to, and coordination with, the National Society of Papua New Guinea. The CD currently maintains country team in Papua New Guinea and working together with APRO technical teams and Pacific (Suva) thematic networks in the areas of disaster management and preparedness, disaster risk reduction, climate change, community resilience, health, Logistics, community engagement and accountability, migration, youth, protection, gender and inclusion, national society development, finance, resource mobilization and business development. In addition, the CD represents IFRC day-to-day engagements with the Government in Papua New Guinea.

The Administration Officer is responsible for all administrative matters to support IFRC PNG country delegation office and CD staff. This position is based in Port Moresby, Papua New Guinea at the IFRC PNG Country Delegation office. Ensure effective and efficient administration of the IFRC Papua New Guinea Country Delegation through standard administrative procedures.

The Administration Officer is responsible to maintain and manage general office administration, travel arrangements including flight and accommodation bookings, operation and programme related procurement within the Papua New Guinea Country Delegation in line with Federation procedures and policies in a coordinated fashion to complement the delivery of programming, administrative and logistics support. The Administrative Officer coordinates and works closely with the IFRC Asia Pacific Regional Admin and Procurement units as well as PNGRCS Logistics coordinator.

Office Administration:

• Ensure a functional working environment and well-maintained office premises. Oversee the maintenance and repair of all facilities including air conditioning systems, lighting, electricity, water, conference room equipment and generator.
• Facilitate office space planning and adjust as and when required.
• Work closely with the driver to prepare the monthly fleet management report (vehicle, generator) and submit to the global fleet team in Dubai.

Procurement and Inventory:

• Coordinate with the finance and programme teams to make the framework or service agreement related to the hotel accommodation, travel and ticketing service, stationaries, cleaning materials and other service contracts for programme related procurement
• Prepare Logistics requisitions form in order to purchase materials/services when required.
• Ensure all administrative related procurement as per IFRC procurement manual and policy.
• Process Facilitation for Purchase Order generation endorsed by the Management.
• Support in preparing Good Received Note (GRN) for purposes and recording properly.
• Raise or prepare Logistics Requisition, Request for Quotation, Comparative Bid Analysis (CBA). Purchase Order, Goods Receive Note (GRN)etc ensuring to follow all IFRC procurement procedures and policy.
• Work closely with the finance team to prepare the payment request with compliance of the policy/procedures with relevant documents (Summary, GRN, Requisition, Travel Order, Email correspondence, Checklist etc.) for settlement of the payment.
• Manage office inventory system and organize fixed assets tagging for the office equipment and furniture. Ensure that the office inventory system is verified every six months and as per IFRC inventory policy and sent to Regional Office biannual basis
• Sent the inventory report to IFRC regional office as per the request.
• Maintain enough stock of stationaries, cleaning materials, IT consumable items and pantry supplies at the office as per need and issue to the requester by following the policy & procedure.

Travel and Accommodation Arrangement:

• Facilitate all Travel Request in accordance with IFRC Travel Policy requirement.
• Facilitate PNG Visa application for all visitors (IFRC & PNSs) if required.
• Reservation of all types of travel including flight tickets and accommodation for national and international staff as per the protocol/security measures imposed by the IFRC security team.
• Ensure necessary arrangement of service apartment for the long-term delegates as per IFRC PNG Housing Policy and procedure.
• Coordinate with the finance team and develop and maintain a tracking system for the hotel and flight booking and ensure all the payment have been done in accordance with this tracking sheet and make the reconciliation monthly basis with the statement which would be provided by the vendors/service providers.

General Administration:

• Maintain the tracking system of all incoming and outgoing parcels and couriers.
• Support all filings at the office and ensure that it follows the IFRC standardized filing system including e-filing
• Support HoD in maintaining the staff attendance sheet.
• Any other tasks assigned by the supervisors/line manager.

University degree or Equivalent educational background

Possess 2–5 years of proven experience in office administration, including tasks such as document handling, scheduling, record keeping, and general administrative support

Required

Depth knowledge of office management and general office administration

Knowledge on procurement policy and procedures

Knowledge on Inventory Management (Fixed asset and stationary stock)

Proven ability to set priorities, meet deadlines and multi-tasking with minimal supervision.

Ability to work independently or as a member of the team.

Ability to maintain confidentiality on work related matters.

Good knowledge on computer and Microsoft (Word, Excel)

Preferred

Knowledge of logistics requirement for managing events (Meeting, training, workshop, seminar etc.)

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.