Welcome and Personal Assistant

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 (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.

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 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 delegations 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 IFRC Country Office in South Sudan has two distinct mandates. The first is to support the National Society in its path towards humanitarian legitimacy. Ensuring effective coordination will maintain a presence in South Sudan based on two clear priorities. Firstly, IFRC will support SSRC in key areas of organizational change and development that have been prioritized by the National Society. Secondly, IFRC will facilitate effective Movement coordination, ensuring that the humanitarian contribution of the Movement is greater than the sum of its parts. IFRC will work with partners to promote more consistent support to SSRC, focused on the expressed priorities of the National Society. IFRC will collaborate with partners to reduce the administrative and reporting burden imposed on the National Society by multiple partners

Job Purpose

The welcome and personal assistant will work in the Head of Cluster delegation to support with the daily running of his office in responding to emails, telephone calls and attend meetings and draft minutes for circulation. Beyond the above, the incumbent will support with welcome activities for the cluster delegation.

Job Duties and Responsibilities

• Maintain an internal contact details database/ mailing lists for Partners and National Societies for effective communication.
• Prepare invitation letter for incoming visitors
• Arrange for security briefing for incoming visitors with ICRC
• Advise visitors on security development when required.
• Support effective and timely management of Partner requests, queries, and related needs.
• Attend meetings and/or calls with the Head of Delegation as and when required - coordinating, producing, and distributing agendas, as well as drafting comprehensive minutes and providing a draft summary of key issues raised and recommendations suggested.
• Create required documentation on an ongoing basis this involves Producing letters, briefing notes, background papers, formatting reports and other communications materials.
• Organize internal and external meetings and events under HOD office including meeting logistics, materials preparation and cross-team coordination of travel and accommodation arrangements.
• Develop and Maintain HoD’s physical and electronic filing system to ensure all Data is available for easy access and retrieval of information.
• Support the HoD in accounting and financial reporting.
• Collect forms from the various Embassies, Government Ministries and Departments all such forms and documents that are required for the processing of visas and ensure the same are promptly processed as directed by the line manager
• Make hotel bookings and transport arrangements for the HoD when traveling for missions.
• Timely share request for hotel /Accommodation bookings for incoming guest to admin Assistant for booking.
• Prepare daily pick-up/drop off schedules, amending whenever necessary and ensuring its timely submission to logistics for necessary action as require in coordination with the admin department.
• Manage high profile visits for the Cluster by processing visas, accommodation, travel orders, travel insurance, airport pickup and drop off as well as per Diem for SG’s/their representatives Support in maintaining proper updated list of all office equipment, monitoring the allocated users.
• Maintain and circulate monthly updated list of relevant/useful contacts in the country including International Committee of Red Cross (ICRC) South Sudan Red Cross, (SSRC) and all Partner National Society (PNS)
• Compile data and information on Humanitarian stakeholders in the countries covered by Juba Cluster by having contact list, include relevant Ministries, Embassies, UN agencies, NGOs, Donors etc…

Job Duties and Responsibilities (continued)

• Prepare profile and marketing file with relevant documents on IFRC/NSs for sharing during HOD engagements.
• Manage the HoD calendar of events with regular updates.
• Any other task, assigned by line manager.

Education

• A Degree in Administration or any other relevant fields (Required)
• Customer Care in Office administration, Basic Logistics or any relevant field (Preferred)

Experience

• At least 3 years’ experience protocol and administration (Required)
• Office administration, and in any other relevant office support areas (Required)
• Work experience with other international organizations (preferred)
• At least 2 years Work experience as a personal assistant. (Require)
• Experience working and coordinating with different departments in a busy or fast paced environment (Required)
• Experience working with different stake holders (Required)
• Experience drafting and disseminating minutes for high level meetings. (Required)
• Experience in managing calendars (Required)

Knowledge, Skills and Languages

• Excellent communication skills (Required)
• Advanced computer knowledge (Required)
• Basic knowledge of finance management (Required)
• Accuracy and- attention to detail (Required)
• High level of confidentiality (Required)
• Ability to demonstrate high level of emotional intelligence (Required)
• Time management skills (Required)
• Ability to make decisions (Required)
• Organized and self-starter in work prioritizing(Required)
• Tact and diplomacy (Required)
• Excellent customer service (Required)
• Fluent spoken and written English(Required)
• Good command of another IFRC official language (French, Spanish or Arabic) (Preferred)

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.