Assistant, Administration / Receptionist

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization with 191-member National Societies. It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.

The Secretariat of the International Federation of Red Cross and Red Crescent Societies (IFRC) is organised in business groups: five regional offices, one of which is the Americas. Americas Regional Office supports Americas National Societies to increase humanitarian and development standards, helping them to remain relevant within their country and sustainable and accountable for their actions, guided by the implementation of strategy 2020. The Receptionist/Administrative Assistant is a key component of the Regional Finance and Administration department which is responsible for the service delivery to the Americas Regional Office, PNS, ICRC, NS and manages the provision of Supplementary Services in the Americas Region.

Job Purpose

The Receptionist/Administrative Assistant is responsible for the delivery of friendly and efficient customer service to all Federation's external and internal clients.  As part of the Administration Unit, he/she is also responsible for contributing to the achievement of the Unit's goals by carrying out the assigned administrative tasks in an efficient and effective manner. 

Job Duties and Responsibilities

Reception Desk

• Manage the reception area, which serves as the main entry and exit point to the Americas Regional office, making the first contact with all visitors, donors, delegates, suppliers, staff, and consultants entering the building. Always ensure efficient and diplomatic communication.
• Greet visitors, register their names in the monitor logbook, issue the relevant access code/badge as applicable, and inform the receiving department or colleagues of the visitor's arrival.
• Receive, facilitate the delivery, and ensure the rapid distribution of goods, express mail, and parcels, and notify the relevant individuals. Register all items in the internal courier logbook.
• Ensure a safe and clean reception area by adhering to procedures, rules, and regulations.

Telephone Switchboard

• Answer incoming telephone calls, determine the purpose and forward them to the appropriate personnel or department.
• Provide callers with general information about the organization as requested
• Contact Telecom Service and coordinate repair demands and interventions in case of technical problems

Administrative Support

• Scan documents as required
• Prepare staff IDs and name cards for every newly joined employee
• Liaise with Maintenance to inform about set-up arrangements for meetings or trainings organized at the office
• Focal point for invoice reception and ensuring the payment process.
• Prepare request for payments for Administration providers/suppliers.
• Verify monthly that vendor accounts are up to date, in collaboration with the administration officer.
• Responsible for the booking of meeting rooms, conference and conference calls
• Communicate relevant information regarding activities, changes or general information that is relevant to IFRC colleagues using the reception generic email.
• Drafting letters and other correspondence as requested.
• Coordinate travel arrangements including air tickets, accommodation and transportation for visitors and staff
• Manage, coordinate, and distribute the messenger's/driver's schedule, considering priorities based on requests.

Backup support

• Provide office support to ensure efficiency and effectiveness within the IFRC offices.
• Perform other related duties as required

Education

• Completed Secondary Level Education
• University degree in an administration related area

Experience

• 5 years of experience working in receptionist /administrative support role
• Experience working with a Switchboard
• Computer literacy (MS Office package)
• Experience in Federation Systems
• Working experience in an international environment

Knowledge, Skills and Languages

• Excellent presentation, ability to maintain an outgoing friendly demeanour
• Good Sense of discretion and confidentiality
• Cultural awareness, sensitivity and flexibility
• Excellent organization skills
• Conscientiousness, problem solver, proactivity

LANGUAGES

• Fluently spoken and written English and Spanish
• Good command of another IFRC official language (French, Spanish or Arabic)

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