Back Administration Coordinator (National Staff Position)

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 192 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.

Organizational Context

The Secretariat’s headquarters is organized into four main Business Groups in Geneva, and five Business Groups in the field, namely; Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut). The Africa Regional Office is organized in Country Cluster Support Teams (CCST) covering the National Societies in Eastern Africa, Indian Ocean Islands and Djibouti, Southern Africa, West Coast, Sahel and Central Africa as well as Country Offices in Sudan, Republic of South Sudan, Somalia, Democratic Republic of Congo, Sierra Leone, Niger and Central Africa. The Southern Africa Country Cluster office supports 9 South Africa, Malawi, Mozambique, Eswatini, Lesotho, Botswana, Zambia, Namibia and Zimbabwe. Mozambique was hit by two category 4 tropical cyclones (Idai and Kenneth) in one season. Mozambique National Disaster Management Institute (INGC) indicated that 1.5 million people were affected, including more than 140,000 people displaced – many sheltered across 139 evacuation centres, spontaneous settings and makeshift shelters at peak emergency moment. Some 603 people have been confirmed dead as a result of the cyclone, according to the most recent reports issued by INGC. At the same time, more than 1,600 people were injured, and more than 230,000 houses were damaged and destroyed. Tropical Cyclone Idai has also affected Mozambique’s food security and livelihoods in the long term, due to extensive damage to standing crops immediately before the harvest season due in the months of March-April as well as loss of seeds and tools . The entire southern Africa region has been facing the effects of the ongoing El Niño with below-average cumulative rainfall and abnormally high temperatures for the 2018/19 season. The whole southern Africa region has suffered from sustained drought in recent years. Nearly one month later, cyclone Kenneth has hit Northern Mozambique’s coastal province of Cabo Delgado. The cyclone Kenneth has left destructions of houses, standing crops and key installations. The assessment report indicates that over 37,000 houses either have been damaged or destroyed. IFRC has revised Emergency Appeal to assist households affected by cyclone Kenneth. IFRC has launched an Emergency Appeal on 19 March for CHF 31 million which was revised on 06 May for CHF 32 million to assist 172,500 people affected by cyclones Idain and Kenneth for 24 months. The Emergency Appeal operation focuses on shelter, livelihoods and basic needs, health, WATSAN, protection, gender and Inclusion and Disaster Risk Reduction and national society capacity strengthening in emergency.

Job Purpose

To coordinate the Administrative functions of the Mozambique Operation in line with Federation procedures and policies, in a coordinated fashion to compliment the delivery of programming, administrative and financial support to all departments.

Job Duties and Responsibilities

• Co-ordinate out-sourced functions such as office and facilities maintenance, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements.
• Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
• Implement standardized filing and archiving system, Asset management and Inventory management for the Operation while promoting adherence to the same among programme departments.
• Draft and keep up-to-date procedures and guidelines on housing, telephone, travel and other administrative processes as necessary and promote adherence to them.
• Support system improvement initiatives and ensure smooth roll out in the operation.
• Ensure proper maintenance of office equipment as well as the provision of office consumables.
• Together with the Facilities Technician, maintain an up-to-date inventory of the moveable assets of the Operation.
• Coordinate the management of telephone lines including direct lines and mobile phones, monitoring, monthly costs and liaising with senior IT/Telecom Officer on obtaining reports.
• Manage in E-contract system all Administrative contracts by keeping track of expiry dates, renewals, notice periods, payments, etc. Whenever necessary, seek legal services.
• Ensure that all utility bills are settled in time and that there are no service interruptions.
• Work with the security officer to enhance security in the office premises.
• Prepare weekly, monthly and quarterly reports as may be determined by the Operations Manager.
• Supervise Facilities and Welcome services and work closely with Travel Service to ensure prompt and high-quality service delivery.
• Propose and Support National Societies development initiatives.
• Support the Operations Manager on all Administration related matters namely on local policy reviews and contract negotiation

Education

• Master’s degree in Business Administration, Commerce, or any other relevant fields (Required)

Experience

• 7-year experience in administration management (Required)
• Previous experience working for the Federation and/or National Society or a comparable International organisation (Preferred)
• Experience in managing and developing teams (Required)
• Experience in training on Admin matters (Required)
• Experience in preparation of Admin reports (Required)
• Strong communication and administrative skills; specifically, in office management (Required)

Knowledge, skills and languages

• High degree of integrity, discretion and personal conduct
• Flexible and adaptable to changing working conditions
• Excellent interpersonal and written communication skills
• Ability to prioritise, meet deadlines and work under pressure
• Excellent staff management skills
• Self-Motivated, proactive with good judgement and initiative
• Fluently spoken and written English & Portuguese
• Good command of another IFRC official language (French, Spanish or Arabic)

Competencies and values

• National Society Relations
• Diversity
• Teamwork
• Communication
• Professional ism
• Innovation
• Accountability

Comments

The Federation is an equal opportunity employer.