Support Officer, Office of the Chief of Staff and Under Secretary General, People and Strategy

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 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.” 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 four main Divisions: (i) National Society Development and Coordination (NSDC); (ii) Humanitarian Diplomacy and Digitalization (HDD); (iii) Management and Accountability (MAA); and (iv) People and Strategy (PAS).

IFRC has five regional offices in Africa, the Americas, Asia Pacific, Europe and the Middle East and North Africa (MENA). IFRC also has delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional and delegations) comprise the IFRC Secretariat.

The Chief of Staff and Under Secretary General leads the People and Strategy Division.

This position is located in the front office of, and reports directly to, the Chief of Staff and Under Secretary General, People and Strategy, with a dual line to the Director of the Executive Office.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the organization, 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 Chief of Staff and Under Secretary General, the Support Officer provides professional administrative and organisational expertise and leads on all required administrative assistance.

The Support Officer carries out a broad range of complex duties and responsibilities to ensure the effective organization and efficient provision of comprehensive services to the Chief of Staff and Under Secretary General, internal and external stakeholders, in line with the Chief of Staff and Under Secretary General’s global oversight of functions and work portfolios.

The post holder will provide high level, comprehensive technical support to facilitate the work processes and official programme of the Chief of Staff and Under Secretary General.

Job Duties and Responsibilities

The work of the Support Officer falls largely into two thematic categories, with the percentage of time dedicated to each area fluctuating according to priorities. Much of the work will focus on the assessment and analysis of information and the subsequent design, implementation, follow-up and quality assurance of relevant action points to enable the Chief of Staff and Under Secretary General’s delivery of responsibilities related to varied portfolios. It is expected that the post holder will carry out the responsibilities in a professional, autonomous and confidential manner ensuring team cohesion and promoting a solutions-oriented approach.

Administrative and Organizational Support

• Oversees, plans, prioritises, schedules and manages the Chief of Staff and Under Secretary General’s internal and external meetings and events calendar. Reviews information received, and identifies priority matters that require urgent attention and action by the Chief of Staff and Under Secretary General. Ensures timely response and follow-up.
• Keeps the Chief of Staff and Under Secretary General informed of requests and upcoming commitments and assists in programme preparation.
• Coordinates briefing materials for the Chief of Staff and Under Secretary General’s internal and external meetings and prepares daily and travel files.
• Coordinates, plans and organizes travel arrangements, including overseeing or preparing mission travel orders, visas, transportation, hotel bookings, travel expense claims, security and health clearances for the Chief of Staff and Under Secretary General.
• Ensures overall coordination and work processes, steering day-to-day support of smooth administrative, financial, logistical and operational running so that the Chief of Staff and Under Secretary General can manage all required functions and responsibilities. This involves liaising on human resources, finance, and other documentation so that the Chief of Staff and Under Secretary General has all relevant material before taking needed decisions. This also includes liaising on behalf of the Chief of Staff and Under Secretary General as required.
• Maintains a clear and logical electronic and hard copy file management system for general and confidential materials in accordance with IFRC policies. Coordinates with the Library and Archives Unit and Finance and Administration Department ensuring all key documents are accessible and appropriately archived in line with confidentiality and data protection policies.
• Manages the processing of corporate credit card and related issues.
• Attends meetings and engagements as required, and prepares meeting notes and other outcome documents.

Communication/Correspondence Management

• Monitors and manages incoming and outgoing correspondence, with discretion and sensitivity, highlighting any communication that requires immediate action by the Chief of Staff and Under Secretary General, providing necessary background information and suggested intervention(s) to enable a prompt and accurate response.
• Drafts, edits and proofreads correspondence, reports and other documents. Liaises with managers and other concerned colleagues, ensuring relevant, substantive accuracy, quality and finalising for clearance.
• Manages the flow of information concerning the Chief of Staff and Under Secretary General’s decisions, action points and related communication, conveying this information to relevant colleagues and stakeholders.
• Serves as the administrative liaison between the Chief of Staff and Under Secretary General and direct reports and teams and other IFRC staff, National Societies and external partners in the projection of a positive, welcoming and professional image.
  
  

Job Duties and Responsibilities (continued)

• Plans and manages logistical support for meetings of the Chief of Staff and Under Secretary General with direct reports and other larger management meetings.
• Conducts or organises translation of documents and correspondence when required.

Undertakes specific and ad hoc projects and activities including taking responsibility for their planning, delivery and results, as delegated. Covers for other staff, including in support of the Secretary General, as needed.

Duties applicable to all staff

1. Work actively towards the achievement of the IFRC 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

• First level university degree in human resources, business administration, management, finance, project management, international development, law or related field.

Experience

Required

• At least five years of progressively responsible administrative or office management role.
• Proven experience in successfully carrying out the responsibilities included in the job description.

Preferred

• One year working for an international organization or for a company with a global presence.
• Experience in project management.

Knowledge, Skills and Languages

Required

• Fluency in written and spoken English (minimum equivalent to C1 of Common European Framework of Reference for Languages (CEFR)).
• Outstanding organizational and problem-solving skills.
• Ability to multi-task, work under pressure, and prioritize workload to meet tight deadlines.
• Strong written skills, such as drafting and editing and the ability to synthesize.
• Interpersonal and diplomatic skills, sound judgement and maturity.
• Knowledge of protocol in international organizations.
• Ability to identify and handle sensitive and confidential information with discretion.
• Detailed and solutions oriented.
• Fluency in the entire Microsoft Office Suite.
• Capacity to work with sensitivity in a multi-cultural, multi-lingual and cross-functional environment.

Preferred

• Written and spoken French (minimum equivalent to B2 of CEFR).
• Good command of another IFRC official language (Spanish or Arabic).
• Experience using an Enterprise Resource Planning (ERP) system.
• Familiarity with and confidence in using other IT tools, software and programmes as well as social media.
• Certificate in a project management methodology would be an advantage.
• Familiarity with risk management.

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.

Application Instruction

Please submit your application in English only.