Regional Unit and Northern Cluster Support Intern

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 2030, that addresses climate and environmental crises as its first strategic priority and stresses the urgent need to massively scale-up climate change adaptation and disaster risk reduction, in view of increasing disasters and climate-related impacts that represent a major challenge for humanity, especially vulnerable people.

The Secretariat of the International Federation of Red Cross and Red Crescent Societies (IFRC) is organized in 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 2030.

Job Purpose

According to the IFRC Internship Guidelines (2017) of the Americas zone, the fundamental purpose of the Internship Programme is to “engage young professionals, recent graduate or post-graduate students and developing partnership within movement, universities and other international organizations in the activities of the IFRC and to give them the opportunity to enhance their educational experience through practical work assignments under the direct supervision of a qualified professional within their field of interest.”

The Administrative Assistant Intern lends support to the Deputy Regional Director (DRD) and his/her responsibilities include administrative, logistical, and information management support for the as well as planning and coordinating team activities.

Job Duties and Responsibilities

• Request signature from Deputy Regional Director for contracts (surge, RIT, consultancies), workshop/training/meeting invitations to National Societies, and finance requests (excluding online approvals).
  Internal
• Provide administrative support for weekly unit meetings, monthly PNS meeting and ad hoc meetings encompassing invitations, changes, agenda sharing, minutes/notes, and follow-up on inter-unit activities and programs, with a focus on anticipation and continuity of items from previous meetings.
• Provide travel support including managing Etravel, booking tickets and hotels, airport transportation and ensuring timely submission of expense reports. This also includes the coordination of local transportation and logistics for meetings in Panama (MOFA, etc.)
• Complete staff requests for DRD and respective units by initiating staff/consultant requests on Dynamics 365, monitoring workflows until completion, and managing extensions of staff/consultants on Dynamics 365.
• Support the risk management profile for all Units inclusive of the Northern Cluster countries and ongoing projects in Mexico.
• Support the Deputy Director in budget management, including monitoring, reallocations, forecast etc.
• Provide ad hoc administrative support to the Deputy Director’s Units when required.
• Provide support to all ongoing programs (e.g. MEX, USA, CAN) which includes mapping and maintenance of a roster of all ongoing activities in the Northern Cluster, specifically Mexico.

Education

Required:

Bachelor’s Degree (or equivalent qualification) in Administrative Management, Business Administration, Office Management, or related disciplines.

Experience

Preferred

• 3 month Internship or similar experience  

Knowledge, Skills and Languages

Required:

• Advanced level of English and Spanish
• Highly professional and confidential
• Excellent oral and written communications skills
• Strong organizational and time management skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Competencies, Values and Comments

VALUES:

Respect for diversity; Integrity; Professionalism; Accountability

CORE COMPETENCIES:

Communication; Collaboration and Teamwork; Judgement and Decision Making; Creativity and Innovation; Building Trust