Officer, Administration

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.

The Officer, Administration contributes to operational excellence by maintaining high standards of organization, compliance, cost-effectiveness, and customer service, enabling the Regional Office and its stakeholders to achieve their humanitarian objectives.

Job Purpose

The Administration Officer, provides specialized administrative and operational support to the Americas Regional Office, leading the coordination of regional events and meetings, managing administrative procurement and contractual arrangements, overseeing housing and supplementary services, and ensuring timely processing of financial and logistical requirements. Through proactive service delivery and strong stakeholder coordination, the role enhances organizational efficiency, supports effective resource management, and contributes to the successful implementation of IFRC programs and activities across the region.

Job Duties and Responsibilities

The Administration Officer is guided by and adhered to Federation Standardized Administration guidelines, policies and procedures.

General Office Services

• Support delivery of general services for the day-to-day functioning of the office (purchasing, internal/external events and related tasks).
• Reviews and recommends procedural changes or adjustments to improve unit efficiency.
• Support the reception area and backup for the Regional Director's Office administrator when instructed by the line manager.

Events Organization (on and off- logistics)

• Manage the technical setup and administrative organization of major meetings (interpretation, meeting facilities, receptions, equipment rental etc.).
• Act as administrative focal point for all events managed by the regional office.
• Handle all visas requests related to regional office meetings/workshops participants.
• Handle all logistics bookings – flight, tickets, transportation – related to IFRC events participants.
• Ensure the timely booking of the needed events space including all relevant requirements – IT, audiovisual, food and beverage, etc.
• Maintain a public calendar of major events organized by ARO.
• Provide virtual support in event planning and logistics to the Delegations.

Administrative Procurement

• Track Framework Agreements (FWAs) and request their renewal or a new FWA from the Procurement/Supply area; prepare or update the Terms of Reference (ToR)
• Manage framework agreements (hotels, travel agency, interpreters) in coordination with the procurement logistics unit.
• Handle administrative procurement requests (printing, translation, souvenirs, etc.).

Supplementary Services support to PNS:

• Follow up on PNS integration agreements, draft contracts and submit for approval in E-Contract.
• Ensure delivery of required integration documentation for PNS international staff.

Housing Services

• Identify housing for delegates within the authorized security perimeter.
• Draft and negotiate rental contracts with landlords/real estate agencies, including legal advice.
• Ensure timely renewal of lease agreements, in consultation with Finance and the Regional Director.
• Process housing-related payments and keep monthly control of warranty deposits.

Accounts Payable and Invoicing

• Owns and manages the full accounts payable cycle for the department activities and the building maintenance.
• Monitor and reconcile accounts, statements and financial reports.
• Identify and analyse discrepancies and errors; correct them and follow up.
• Process housing-related payments and maintains monthly control of the warranty deposit (as-needed support).
• Support in the payment/invoicing backlogs as required.

Education

Required:

• Degree or Diploma Social Sciences, Business Administration or related field

Preferred:

• Relevant post-graduate degree or MBA
• Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc)

Experience

Required:

• At least 4 years of working in a similar role
• 3+ years in administrative, assistant and/or secretary support role
• At least two years working in a multicultural context
• At least 2 years of working experience in the International Federation

Preferred:

• Working experience with a Red Cross / Red Crescent National Society
• At least 3 years of working experience in the Americas Region

Knowledge, Skills and Languages

Required:

• Ability to work in a team.
• Excellent interpersonal skills
• Flexible and adaptable to changing working conditions
• High degree of integrity, discretion, and personal conduct and able to deal with confidential information
• Be self-motivated and proactive, with good judgement, and able to work unsupervised on your own initiative
• Be able to prioritize and meet deadlines and stay calm and tactful under pressure
• Be efficient, well organized and good at time management
• Be able to work accurately and pay attention to details
• Have an excellent command of grammar, spelling and punctuation
• Practical knowledge of computers (Windows, spreadsheets, word processing, e.mail, internet, etcetera)
• Politically and culturally sensitive
• Available to travel to other countries for work purposes

Languages:

Required:

• Fluently 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

Functional Competencies: Strategic Orientation; Building Alliances; Leadership; Empowering Others