IFRC Job Vacancy : Bilingual Executive Assistant

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Reporting to the Director of Africa Region, the Executive Assistant will render all the day-to-day administrative and programmatic support that may be necessary for the efficient running of the Office.Managing the diaries and correspondences of the Director, the post holder will handle a wide range of contacts with stakeholders including National Societies, ICRC, government departments, and the International donor community.

Job Duties and Responsibilities

Information Flow and Tracking Deadlines:

  • Generally manage the information flow of the Director’s office and from the Regional team and Geneva, the Regional and Country offices, National Societies, ICRC and to the general public.
  • Ensure timely and accurate transmission and exchange of information, and follow up to ensure feedback is provided, necessary actions taken and deadlines met.
  • Identify and handle confidential/sensitive material professionally while protecting the interests of the Federation, and the Africa Region office.
  • Organize and maintain efficient information storage and retrieval systems that guarantees the correctness and integrity of records as well as ease of cross-referencing with well-defined levels of access.
  • Liaise with internal and external contacts/stakeholders to promote a good and positive image of the Federation through information exchange and professional feedback.
  • Consolidate the quarterly reports for the SG in consultation from the Director, Head of Operations and Regional and Country Offices
  • Reconcile and allocate working advances for the Director and follow up with finance to ensure working advance has been cleared.

Administrative Tasks

  • Coordinate the Regional Director’s requirements for meetings and arrange meetings, prepare notices and minutes and take notes as necessary.
  • Review all outgoing correspondence prepared for the Director; edit as appropriate to ensure correct spelling, grammar, and formatting style. In addition, draft standard administrative correspondence, complete forms for administrative actions and keep records of actions taken.
  • Also format documents and prepare power point presentations, tables and charts as may become necessary.
  • Schedule briefings and debriefings of Secretariat, PNS and ICRC representatives with relevant regional departments and National Societies as appropriate.
  • Prepare and maintain a database of all staff in the Region and regional office
  • Maintain and updated database of all ANS
  • Create and maintain the yearly eventrix.

Event and Calendar Management

  • Manage the Director’s calendar, coordinate and adjust itineraries and schedules, and confirm appointments, and meetings as necessary
  • Organize / coordinate events such as retreats, off-site meetings, and official events; ensuring that the required logistics (venue, catering, transportation, lodging, facilitation etc.) are provided for by Administration and Logistics units.
  • Take minutes of monthly staff meetings and post on public drive
  • Provide secretarial support to the Africa Region Management Team.

Managing Travel

  • Organize the Director’s travel and related logistics (hotel, per diem etc.) as well as that of external guests as appropriate.
  • Visa applications to be done timeously and ensure efficient follow up.
  • Prepare meeting pack‘s with relevant documentation including ticket, letter of invitation, accommodation booking, security regulations.
  • Share travel information with the relative people in host countries.
  • Share information with staff in Region Office

Education

Bachelor’s degree in Office Administration, Social Sciences, Secretarial studies or any other relevant fields

Experience

  • 5 years or more experience in secretarial services, programme management, public relations and general administration( Required)
  • Experience within a RC National Society and/or the Federation Secretariat ( Preferred)
  • A good understanding of the Red Cross business, and of regional operations and structures ( Required)
  • Experience in customer service operations, and in protocol.( Preferred)

Knowledge, Skills and Languages

  • Practical knowledge of computers (Word processing, Spread sheets,email, database management
  • Knowledge of modern office management and practices
  • Advanced verbal and written communication skills

How to Apply

Submit your CV and Application online : Click Here

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