Administration Assistant Full-Time

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest volunteer-based humanitarian network. The IFRC is a membership organisation established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The IFRC provides humanitarian assistance to Cyclone IDAI affected population which occurred in the Provinces of Sofala, Manica, Zambezia and Tete and following the state of emergency declared by President Filipe Nyusi on March 19, 2019.

The Government of Mozambique has issued a Note Verbale formally requesting international assistance, including for all elements of the humanitarian response – food, shelter, education, health and non-food items, as well as logistical support, including air assets, boats and communications. For this reason an IFRC delegation was set-up in Beira.

Job purpose

Overall Administrative Support to the IFRC office in Beira

•  Supports the general office administration of the IFRC delegation;
• Assists in Procurement of Office stationery, sundry and equipment’s;
• Assists with communication in Portuguese and translation.

Job duties and responsibilities

• Assists in to draft general correspondence, agreements, service agreements, including e-contracts;
• Keeps up to date filing system;
• Working closely with the line manager and ISD unit to ensure availability and optimum utilization of office equipment’s and ensuring they are always in good working condition;
• Assists in the circulation of relevant information and reports;
• Ensures the office space is well maintained and kept clean;
• Procurement of office stationery, sundry and equipment’s following the IFRC procurement procedures;
• Ensures always availability of adequate stocks of office supplies;
• Prepares payment requests for approval and filing before submitting to finance for payment;
• Assist in organizing and identifying venues for meetings, workshops and social events;
• Focal point for econtract in the department;
• Ensures that the contact list of the team in Beira is always up to date with local number, whatsapp number and email addresses;
• Focal point for reception and telephone services;
• Keeps up to database for all vendors

Other Related Tasks

Any other administrative tasks as may be assigned by the line manager

Education

• Degree in Business management or Social science or Mass communication

Experience

• Experience in working for humanitarian aid organisation;
• Experience working for the Red Cross and Red Crescent Movement

Knowledge and Skills

• Organizational and problem solving skills;
• Ability to multi-task, work under pressure, and prioritize workload in order to meet tight deadlines;
• Interpersonal skills, good judgment and maturity;
• Ability to identify and handle sensitive and confidential information with discretion.
  Computer literacy

Languages

• Spoken and written English;
• Spoken and written Portuguese

Competencies

Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust.