Administrative Officer

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 Global Road Safety Partnership (GRSP) is a hosted programme of the International Federation of Red Cross and Red Crescent Societies (IFRC) and is a voluntary association of governments, businesses and civil society organisations. Both the IFRC and GRSP are headquartered in Geneva, Switzerland with a regional presence in Kuala Lumpur, Malaysia. The aim of the GRSP’s work is to reduce death and serious injuries as a result of road crashes in low- and middle-income countries.

According to the World Health Organization, road traffic injuries claim more than 1.3 million lives each year and result in approximately 50 million injuries. Low and middle-income countries are disproportionately negatively affected. Globally, road traffic deaths are the leading cause of death among young people and can cost governments between 3 and 5% of GDP. Road traffic injuries and deaths represent a manmade humanitarian crisis and GRSP/IFRC are committed to evidence-based interventions to address this global epidemic.

GRSP’s work includes:

• Running a variety of member and non-member funded road safety projects throughout the world, but focused primarily in Africa, Asia and Latin America;
• Managing a Road Safety Grants Programme that supports civil society and Red Cross National Societies to strengthen legislation and policies that impact on road safety;
• Undertaking projects in low- and middle- income countries to reduce road crash deaths and serious injuries funded through the Bloomberg Initiative for Global Road Safety (BIGRS)
• Running a road policing capacity building programme in nine mega cities funded as part of the BIGRS.
• In conjunction with Johns Hopkins University, running a suite of Road Safety Leadership Courses supported by Bloomberg Philanthropies.

The Administrative Officer position is part of the GRSP team located in KL.

Job Purpose

The primary role of the Administrative Officer is to support GRSP’s work under the BIGRS through the provision of key logistical and administrative support. The appointee will be expected to provide primary support to the Global Road Safety Leadership Course, as well as other tasks in support of selected GRSP member and project related regional activities.

Job Duties and Responsibilities

The key responsibilities of the Administrative Officer will include:

Road Safety Leadership Course

• Support the logistics required to successfully deliver field-based, two-week residential road safety Leadership Courses; including, but not limited to,
• Lead the search for and identification of an annual venue in the Asia Pacific, Americas, and/or Africa regions (as defined by the IFRC)
• Manage the contracting process with all vendors providing services to GRSP for the Leadership Course
• Coordinate the airfare arrangements for up to 100 participants for each Leadership Course
• Coordinate the identification and retention of facilitators for each Leadership Course
• Manage the process of planning field trips for each Leadership Course
• Liaise with key partners at Johns Hopkins University to ensure regular and timely information exchange.
• Support the development and delivery of an online Communities of Practice platform to facilitate information sharing among and between Leadership Course alumni;
• Researching, collecting and analysing data in support of the work of the unit or department
• Contribute to donor reporting; and,
• Provide additional administrative & logistic support, as needed.

Advocacy & Grants Programme

• Provide administrative and logistical support in the organization of field-based workshops, trainings, seminars and trainings, as required.

Job Duties and Responsibilities (continued)

Road Policing Programme

• Provide administrative and logistical support in the organization of field-based workshops, trainings, seminars and trainings, including securing venues, catering, translation etc. as required.

Other responsibilities

• Provide logistical support for GRSP-led training activities, including conferences, regional seminars, board meetings and other GRSP events as assigned (for example, GRSP Regional Seminars, regional programmatic events and workshops)
• Assist with GRSP member-based road safety activities as required, including securing venues, catering, translation etc. as required.
• Complete assigned actions within agreed timeframes and maintain a schedule of active tasks, actions and their status and reports progress weekly to the Asia Pacific Program Manager
• Participate in regular team staff meetings and provide relevant administrative support (booking conference rooms, taking minutes, etc.); and,
• Support in compiling regular donor reports.

Education

Required

• University degree in project management, administration or a related field

Preferred

• Additional training or certification in event planning, administrative support or related field

Experience

Required

• 3 or more years of experience providing administrative support or other relevant experience
• Demonstrated expertise in event planning and providing logistical support to international workshops, conferences or seminars

Preferred

• Experience in partnership and client liaison
• Experience working for the Red Cross /Red Crescent; an NGO with a focus on road safety; or, another humanitarian organisation.

Knowledge, Skills and Languages

Required

• Demonstrated problem solving skills
• Strong analytical skills
• Demonstrated planning, organizational, and research skills
• Demonstrated ability to communicate professionally with people from a broad range of backgrounds
• Ability to handle multiple concurrent projects and activities
• Strong written and oral communication skills
• Fluent spoken and written English

Preferred

• 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