Assistant, Administration - British RC

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.

The British Red Cross (BRC) has been working in the MENA region since 2004 with partner national societies and opened a satellite office in Beirut in 2013. The MENA & Europe (MENAEUR) regional team in BRC work through and in close cooperation with the Red Cross and Red Crescent Movement partners in the region, including the IFRC and ICRC, Syrian Arab Red Crescent, Lebanese Red Cross, Palestine Red Crescent, Iraq Red Crescent, Yemeni Red Crescent, Libyan Red Crescent, and others. BRC is currently engaged with programming in, among others, disaster preparedness, capacity building, relief through cash and voucher assistance, and logistics-related programmes both bilaterally and multilaterally.

The Admin Assistant will provide support to the operations of the regional office under the oversight of the Regional Finance, Compliance and Risk Manager. 

The selected candidate must be available to join by early January 2026.

Office Management and Administration

• Ensure the smooth and effective running of the BRC Beirut office in accordance with the procedures set for the office.
• Ensure proper functioning, equipment, and maintenance of the office and coordinate with the respective contractors
• Receiving and verifying invoices for utilities, rental, repair, maintenance etc.
• Purchases for the office including office material, office stationery and consumables. Keeping inventories as per
• Supervision of contracted cleaning staff.
• Purchases for the operations.
• Act as focal point for IFRC services (related to housing, property, visas, work permits, HR etc) and initiate all related requisitions.
• Manage all apartments of BRC delegates in Beirut including safety equipment and inventory, and initiate purchases as needed.
• Proactively support in developing new procedures and systems to improve the office’s effectiveness and efficiency, including contingency plans.
• Maintain accurate filing and archiving systems, both electronic and physical, for all administrative information, contracts and records including correspondence. Includes packing and repatriation of files as per BRC procedure.
• Manage the guesthouse and visitor calendar, ensuring the property is cleaned regularly, maintained, functioning, stocked with basics and guests duly informed about rules and procedures including safety and security routines.
• Oversee the hibernation stock and contingency equipment in the office and the guest house according to the preset procedures

Welcome Services and HR-support

• Handle all visa and residency applications for BRC staff, dependents and visitors through IFRC.
• Organize briefing plans and inductions for all new BRC staff and visitors.
• Deliver briefing/induction sessions on administrative policies and procedures for new BRC staff.
• Act as focal point for the monthly transportation allowance process in coordination with IFRC HR team.
• Update contact lists and general information documents e.g. welcome pack, contact lists in coordination with IFRC HR team.

Event Management and Country Office Support

• Assists in planning and coordination of events in Lebanon and the region including visits, trainings, workshops, receptions, and dinners.
• Handle Travel bookings and minutes of meeting as required.
• Translate documents (English–Arabic and vice versa) when needed.
• Perform errands as requested e.g. going to the post office and bank.
• Assist the CCM and Regional Finance Manager in office management related tasks such as scheduling, calendars, bookings etc.

Information Technology

• Provide basic IT-support and contact people for UKO IT-support.
• Handle IT inventory of laptops, phones and other IT equipment.
• Provide new joiners with e-mail addresses, and related IT equipment in liaison with UKO and IFRC.

University degree in Business Administration or a relevant major, or equivalent experience in the field may also be considered - Required

Required

• 2 to 3 years of relevant professional experience in administration

Preferred

• Experience in visits and travel support
• Experience in facilities management
• Experience in safely maintaining office, vehicle,
• Experience in RC/RC movement

Required

• Clear and precise oral and written communication skills, including ability to engage with a variety of staff and visitors of different experience and managerial levels
• Resourceful and capable of researching and source information
• Proactive, able to take initiative, work independently, under pressure, and highly organized with strong planning and attention to detail.
• Professional, service-minded, and an excellent team player when dealing with team members, visitors, suppliers, and contract holders.
• Strong analytical and problem-solving skills
• Strong IT skills
• Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
• Fluently spoken and written Arabic and English

Preferred

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

• Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
• Values: Respect for diversity; Integrity; Professionalism; Accountability