Administration 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.

In late February a new phase in the armed conflict in Ukraine started with the intensification and spread of hostilities affecting many parts of the country and causing major concern for the protection of civilians and essential civilian infrastructure. This intensification started after months of rising political and military tensions – and eight years of conflict in and around Eastern Ukraine where an estimated 2,9 million people were already in need of humanitarian assistance and 1,4 million were internally displaced. Within two weeks of the intensification, more than 2,5 million people from Ukraine had fled and been evacuated to seven neighboring countries and beyond and several million are estimated to be displaced inside the country. The evolution of the war inside Ukraine and massive population movement forces the humanitarian community to adapt operational approaches and implementation in accordance with the developing situation, both inside and outside Ukraine. However, the needs are massive and has been described as the largest European humanitarian operations since the World War II.

Job Purpose

IFRC has launched an Emergency Appeal for Ukraine and impacted countries that is coordinated on a European regional level and supported in the initial months by a large number of Surge delegates in the impacted countries and in the European Regional Office. ICRC, IFRC and numerous Partner National Societies are integrating their capacities to provide coordinated crisis response in Ukraine and the neighboring countries. Operations are led and coordinated on country-level whenever possible, integrated under existing Country and Cluster delegations, through Operations Managers reporting to Heads of Country or Cluster Delegation. Where no Country or Cluster delegation exists, Operations Managers report directly to the Regional Office. Resources to support all or several impacted countries from a regional level will be fully integrated into existing structures at the Regional Office.
The mission of the IFRC Country Office in Romania is to support the Romanian Red Cross in developing itself as a strong NS with a capacity to deliver services with the required level of effectiveness, efficiency and accountability in a wide range of areas in strong coordination with Movement Partners.

The Administration Officer provides support to IFRC Country Office in Romania in the delivery of administration services.

Job Duties and Responsibilities

Office Management

• Ensure effective management, maintenance, and compliance of a documented system of administrative policies and procedures.
• Manage cost-effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving, health and safety, security, welcome service, travel, conferencing and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, gardening, catering, printing and security)
• Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management and ensure the development and the implementation of a green and sustainable strategy;
• Ensure the effective selection and management of agreements (office equipment, leases, rental agreements…) and ensure their upload in the electronic contract system.
• Organize travel arrangements for staff and visitors (booking flights, accommodation, IT/communication)
• Co-ordinate, organize appointments and meetings for line Manager and Head of Office
• Assist line manager to prepare and update personal files of IFRC country office staff.
• Assist with internal and external events planning and implementation (under the supervision of Finance Administration Delegate, coordinate event management related tasks (hotel bookings, visa, flights, venue, catering, budget, correspondence with the visitors as well as suppliers…)
• Assist with visa and accommodation process for IFRC international staff and visitors
• Following-up, arrange and oversee the accreditation process of internationally delegates with the Romanian Ministry of Foreign Affairs once the Status Agreement is in plac, ensuring that all documents are prepared and issued (Registration in the Diplomatic Corps List, Vehicle registration, Tax exemption, etc.
• Assisting the Head of Office in the integration process of PNSs in the country
• Assist and deputize the Finance and Administration Delegate when absent from office.
• Collaborate with relevant logistics staff (at Cluster and RoE level) for preparing logistic requisitions for goods and services, local purchase orders, Comparative Bid Analysis (CBA) and service agreements as required.
• Perform other related duties as needed or assigned by line manager.
• Oversee the maintenance of office inventory on a regular basis, conduct and finalize overall inventory update.
• Act as focal point for building management and maintenance related tasks.
• Act as focal point for service providers, maintain and update contract log of service providers.
• Act as support resource for office safety and security related matters in coordination with Regional Security Focal Point.
• Ensure proper and complete filing of all office documentation and communications, be it by email, or otherwise.

Job Duties and Responsibilities (continued)

Vehicle Management

• Coordinate all vehicle related matters such as vehicle lease, cost allocation, registration, insurance, maintenance and prepare vehicle related monthly report for Regional Office for Europe.
• Drive the official vehicle when and if required in the absence of the Driver.

Translation

• Support the Head of Country Office and other Delegates in translation requirements of meetings and documents when required.
• Coordinate printing and translation of publications.

Procurement

• Oversee procurement for the Country Office including tendering for goods and services.
• Support Finance Administration Delegate in reviewing and preparing admin policies and procedures.
• Support Finance Administration Delegate in reviewing and processing procurement related actions as per IFRC procedures.
• Generate Procurement requisitions, Purchase Orders, prepare Comparative bid analysis (CBA) and conclude Service Agreements with suppliers through launching it at e-contract.|
• Ensure invoices are received and registered in systems in due time.

Staff Administration support

• Coordinate apartment management related tasks for international delegates such as preparation of contracts and extensions, processing utility bills, keeping contact with owners and agencies.
• Coordinate local staff recruitment process, finalization of the secondment agreements with he Romanian RC when and if needed.
• Cooperate, coordinate and working closely with NS counterparts and focal points
• Develop and introduce National Staff regulation.

Duties applicable to all staff
1. Actively work towards the achievement of the Federation 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:

• University degree or equivalent working experience.

Experience

Required:

• At least 3 years’ working experience in Administration, event management
  and supporting staff.

• Appropriate computer knowledge.

• Minimum of 3 years’ experience in driving (Valid international driving license (manual gears).

Preferred:

• Working experience in ERP.
• Experience of working with the Red Cross Red Crescent Movement or with another humanitarian or international organization.

Knowledge, Skills and Languages

Required:

• Committed to the Red Cross Red Crescent mission and principles
• Organization and planning skills
• Ability to work under pressure
• Flexibility
• Tact and diplomacy
• Analytical thinking
• Computer literate
• Languages: English
• Languages: Romanian

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