Senior Assistant Geneva
| Purpose of position: | |
| The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian network, reaching 150 million people each year through its 187 member National Societies. We act before, during and after disasters and health emergences to meet the needs and improve the lives of vulnerable people. The non-profit Global Road Safety Partnership (GRSP) was formed in 1999 and its members are leading multi- and bi-lateral development agencies, governments, businesses and civil society organisations. It is governed through a constitution approved by a Steering Committee of members. Hosted by the International Federation of the Red Cross and Red Crescent Societies, GRSP creates and supports multi-sector road safety partnerships that are actively engaged with front-line road good practice road safety interventions in many countries around the world, and acts as the Reference Centre for Road Safety for the International Federation and the 187 Red Cross Red Crescent National Societies. Its activities are currently present in some 35 countries, and are growing rapidly. GRSP also has a role in advocacy and co-ordination at the global level and is a recognised expert source of road safety knowledge and good practice. It is a growing organisation with a diverse and globally spread team. As a consequence of its growth, an experienced and highly motivated individual is needed to join the Global Management Team and to be responsible for the planning, administrative, financial, event and member relations aspects of GRSP's work. This is a unique opportunity to help to grow an organisation that is committed to contributing to global level impact on a major but neglected humanitarian crisis - there are 1.3 million people killed each year on the world's roads, and 50 million serious injuries. GRSP is supported by a Geneva based secretariat, which is responsible for all its activities and serves as the contact hub for all members of the partnership. The Office Manager will support the Chief Executive in the overall global administration of the organisation. The Senior Assistant must have a high degree of business sense and a great influencing ability to persuade people in behlaf of his/her line manager. He/she should know how to manage and handle the various GRSP projects and perform complex assignments with a high degree of independence and under minimal supervision. The incumbent will work as a secretary to the manager of GRSP and its staff. He/she will be in charge of attending phone calls, attending to various appointments, taking all the messages and requests of the team. He/she will also supervise the various activities carried on by the manager, and do all the activities assigned by the manager. | |
| Description of Duties: | |
| Office administration: - Provide relevant day-to-day administrative support to the Chief Executive and manage all events, key internal and external high-level meetings and partnerships. - Draft letters, concept notes, proposals, and reports for the Head of Department. - Establish office administration, information systems, and documentation management Administer all staff contracts. - Administer all service contracts. - Be responsible for all invoicing, coding and payments. - Manage agendas and organize appointments, meetings or teleconferences with visitors, delegates or others. - Take notes of meetings and teleconferences as required. - Assist new and temporary staff in the department regarding the set up of office space and IT equipment and assistance. - Coordinate administration with other units, departments, and divisions. - Ensure that the unit files on the internal T-Drive are organized and updated. Reporting Support: - Assist in the writing, editing and proofreading of reports and documents (e.g monthly update, quarterly and annual report, etc) and the ongoing compilation of information for these. - Conduct or organize the translation of documents when required. Finance Support: - Manage GRSP's financial systems and reporting in collaboration with the IFRC finance department. - In conjunction with the CEO, prepare and monitor annual plans and budgets and prepare financial reports both for internal use and special reports for our donors. - Modify budget structure as necessary to meet the reporting requirements. - Support file holders/budget managers in ensuring proper financial management. - Liaise with the relevant Finance Officer and ensure proper coding of income and expenses. - Assist in the follow up of financial issues raised by donors, the budget holder, the field or the Finance department. - Prepare finance forms, collect necessary signatures and arrange Pledge Management Note acknowledgement correspondence. Communication Support: - Manage the Unit's FedNet, SharePoint and ifrc.org pages through ensuring content is both up to date and accurate. - Provide support for the development of tools (compile feedback from the field, follow up with communication, printer house etc). - Communicate with the field to collect photos and case studies. - Provide support in drafting, editing and preparing PowerPoint presentations, briefing notes, meeting minutes, correspondence and other communications when required. - Assist in the editing and proofreading of the unit publications, especially in the case of publication in multiple languages. - Dispatch publications, documents and other materials when required. Perform any other task as assigned by the Chief Executive or his designated acting person. | |
Duties applicable to all staff:
| |
| Required Qualifications | |
| Education: | |
| Commercial or secretarial school with diploma University/Bachelor's degree would be preferred | |
| Experience: | |
| At least 5 years administrative support experience Experience in managing data, filing, basic financial and budgetary information Proven excellence in administrative support Experience in events management Experience working within an RC National Society and/or the Federation Secretariat would be preferred Experience working in an international environment would be preferred | |
| Skills: | |
| Ability to work with minimum supervision Ability to draft and manage routine correspondence Excellent skills in computing - standard software of the Federation Attention to detail and focus on the delivery of results and accountability Good working knowledge of IFRC administrative, contracting and financial processes and procedures Excellent communication skills, both written and verbal Organizational and planning skills Problem analysis and problem solving skills Strategic planning and reporting skills that can help the organisation through its next stage of development | |
| Languages: | |
| Fluent oral and written English Good knowledge of other official languages of the Federation (Spanish/Arabic/French) would be preferred | |
| Competencies: | |
| Accountability Diversity Integrity Professionalism National Societies Relations Teamwork Communication Innovation | |
| WRITTEN EXERCISES AND INTERVIEW | |
| Applicants may be requested to complete written exercises and/or be interviewed | |
| This is a limited-term post funded by the programme budget and is classified at Senior Assistant level. The length of the assignment is 4 months. |
| Senior Assistant | Geneva | ||
Post a Comment