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. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality. It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade The Secretariat of the International Federation of Red Cross and Red Crescent Societies (IFRC) is organized in business groups: five 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 2020.
Administration coordination is a critical function encompassing organization, coordination and supervision of all administrative activities with the ultimate goal to ensure an efficient, systems management, and internal as well as external relations with our stakeholders to meet the needs and support the activities of the Region in an efficient and timely manner.
Job Purpose
The Administration Coordinator is responsible for implementing and managing the administrative procedures and processes as well as engaging regional office’ staff in using all relevant systems while providing consistent service delivery, quality advice and support to relevant stakeholders. Also provides technical direction and guidance to the Country and Country Cluster support team with a view of harmonizing and continuously improving administrative procedures and processes within the Region. The post holder is therefore accountable for:
- Risk Management and internal control
- Administrative and budget management
- Establishing and maintaining efficient and economic building (Office & Warehouse) management and administration general services
- Support to International Staff under Federation Paid Accommodation Scheme (FPA)
- Oversee and ensure that the Regional Office files are managed in accordance with the “Standardized Filing System for the Offices in the Field”
- Administration Unit Staff Management
- Providing expertise, strategic advice and support on administrative matters to the Regional Office and all Cluster Office ensuring standardization of services, procedures and management policies
- Ensuring coordination, knowledge and skill sharing with Administration unit’s relevant focal point;
- Supplementary Services support to PNSs
Job Duties and Responsibilities
Risk Management and internal control (Regional Office and Country Cluster)
• Ensure application of Administrative policies, processes and procedures
• Supervise the implementation of internal and external audit recommendations applicable to the administration department.
• Implement and review the administrative policies, processes and procedures in line with global policies
• Review Country and Country Cluster Offices’ administrative contracts for compliance with policies and audit trail
Administrative and budget Management
- Prepare and monitor the administration function's budget; ensure cost-effectiveness of missions and operations.
- Supervise the administrative procurement process as per IFRC procedures and ensure fair and transparent processes are always upheld.
- Maintain and monitor the asset register; supervise the annual inventory and insurance contracts.
- Monitor all ongoing Working Advances requested by the administration team and oversee the timely reporting of them.
- Review exceptional daily worker arrangements to ensure compliance with defined criteria and thresholds, escalating such exceptions for labor and Legal review and transitioning recurring needs to appropriate employment contracts or framework agreements.
- Manage cost-effective shared services (transportation, accommodation, interpretation, translation, utilities, archiving, security, welcome services, travel and conferencing) and propose cost saving actions.
- Ensure staff involved in procurement and financial approvals maintain updated conflict-of-interest declarations, including gifts and benefits, and maintain an annually updated conflict-of-interest register.
Facilities and Fleet
- Oversee that the office premises and grounds are adequately maintained and that office utilities (rent, electricity, water, telephone, email, etc.,) are functioning properly and invoices are paid to service providers on a timely manner.
- Monitor the cleaning services providers, landscaping and other building related tasks according to local set up;
- Supervise the implementation of security arrangements for the Regional office as instructed by the Regional Security Coordinator
- Ensure there is an effective use of the office spaces, and conduct property relocation if necessary;
- Supervise the event management process from start to end, ensuring hotels are booked, budget is approved, visa and flight are provided according to the policies
- Manage venue, catering and accommodation to reduce the cost (in consultation with event requester)
- Supervise the receipt and safe storage of all office goods and stationeries. Ensure that adequate systems for stock control are in place including inventory for office or household furniture and equipment every six months;
- Regularly update the Regional Welcome Pack, to be distributed to visitors and new staff in coordination with the Regional Security Coordinator
Accommodation and International Mobility
- Manage accommodation rental/services agreements and ensure that legal clauses required by the IFRC as part of immunities, privileges and others are included.
- Provide support in finding proper accommodation in accordance with Federation security guidelines
Job Duties and Responsibilities (continued)
Accommodation and International Mobility (Continued)
- Lead the International staff exit check list to ensure that the residence or apartment is returned in good condition and that no further costs will have to be covered by the IFRC after the staff’s departure.
- Ensure that the international relocation process is done in accordance with Federation policies and advise staff on related matters and options available.
Archives
- Supervise the proper implementation of the Region’s filing system in the Administration Unit
- Ensure that Country Offices or Country Cluster Offices are adequately trained to manage their own administration filing system;
- Perform annual reviews of the archives in accordance with the retention and disposal guidelines.
Team Leadership and Management
Ensure that the Regional Administration Unit staff delivers the assigned work in a timely manner, within acceptable levels of quality by:
- Lead, organize and supervise the Administration Unit team.
- Organize unit staff meetings to monitor the progress of the annual plan.
- Review and update the team's job descriptions as needed in coordination with the Human Resources department.
- Conduct periodic performance development sessions with the unit staff, reviewing achievable results agreements and development planning (direct and technical reporting lines).
- Act as resource person on the Unit's policies and procedures.
Strategic Advice and External Coordination
- Advise, support, guide and train administrative support staff.
- Provide strategic administrative advice to the Regional Office, Cluster Delegations and Country Offices regarding Administrative issues.
- Act as the coordination focal point and knowledge-sharing liaison with the Administration unit in Geneva.
Supplementary Services support to PNS:
- Ensure that all PNS have signed al the required documents according to the policy in coordination with Legal, Human Resources and the Finance & Administration Unit.
- Support the process of approval, signatures and storage of Country Activation form in e-Contract.
- Maintain all signed documents and provide to the PNS delegate a copy of the signed country activation form
- Be the focal point to support PNS during the mission
Coordination with the Ministry of Foreign Affairs
- Draft, edit and dispatch diplomatic correspondence (letters of accreditation and others); monitor response timelines and manages the external communication with MOFA for those issues.
Coordination with City of Knowledge
- Liaise with the City of Knowledge Foundation for the overall relation between CdS and IFRC for the administrative topics that requires that liaison.
Education
Required:
- Bachelor’s degree on Business Administration, Social Sciences, or related fieldS
Preferred:
- Relevant post-graduate degree or MBA
- Relevant professional training courses (Red Cross/Red Crescent, humanitarian and development sector, management)
Experience
Required:
- 5 years experience in a similar business and administrative role
- Management experience of a team with a minimum of 3 staff members
- Experience working in a change management situation, preferably as an active participant in that change
Preferred:
- Experience with Red Cross / Red Crescent movement, other international organization, large NGO’s, and/or governmental development agencies
Knowledge, Skills and Languages
Required:
- Knowledge of inventory management (i.e., delivery of consolidated inventory reports)
- Knowledge of archive management (i.e., enforcement of filing system implementation) Knowledge of financial management (i.e., budget, cost effectiveness analysis reports)
- Knowledge of business and administration common standards and practices
- Writing skills (i.e., able to build reports, policy, procedures, guidelines, etc.)
- Training and presentation skills (able to train staff and managers about administration related policy, procedures – present cost effectiveness results)
- Organization and coordination skills (i.e., able to organize and delegate tasks to team members)
- Analytical skills (i.e., able to analyse financial, quantitative and qualitative data)
- Supervisory and coaching skills (i.e., able to identify areas of improvement of the unit and team members, collective well-functioning )
Preferred:
- Knowledge of occupational safety and health administration (i.e., secure infrastructure and staff workplace care)
Languages:
Required:
- Fluent spoken and written English and Spanish
Preferred:
- Good command of another IFRC official language (French) or any other language relevant in the Americas region (i.e., Portuguese)
Competencies, Values and Comments
Core Competencies: Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust.
Managerial Competencies: Managing Staff Performance; Managing Staff Development
Functional Competencies: Strategic Orientation; Building Alliances; Leadership; Empowering Others
