Administration Officer

Grade to be confirmed

Closing date (Geneva time zone):12-07-2019

Duty station:Beira

Country:MOZAMBIQUE

Duty station status: N/A

Accompanied status: N/A

Duration:5 months

Category of Staff: National Staff

Grade: To be determined

Vacancy No:IFRC03203

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 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 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

Responsible for the Protocol and welcome service in Beira airport

Responsible for visa extension requests

Responsible for delegates housing

Assists with communication in Portuguese and translation

Job Duties and Responsibilities

Office Administration

Drafts general correspondence, agreements, service agreements, including e-contracts

Sets-up the filing system

Working closely with the ISD unit to ensure availability and optimum utilization of office equipment’s and ensuring they are always in good working condition.

Ensures circulation of relevant information and reports

Ensures that the office space is well maintained and kept clean

Meeting Assistance

Working with Welcome Assistant in Identification and booking of appropriate venue for meetings, events and workshops

Assists in meeting preparations by photocopying, scanning and equipment set up and any other relevant official requests when required

Official Travel Arrangement

Working with Welcome Assistant to coordinate the recording of Travel Orders to make sure that there is always an up to date list with flight details of incoming delegates

Works with the Admin team in Maputo to process visa applications, invitation letters for all staff in Beira

Is responsible for the welcome service in Beira airport:

Ensure there is always someone at the airport to receive incoming delegates, assists incoming delegates with the visa application process in Beira airport, verify with the team with basecamp in which hotel/facility the incoming delegate will stay and coordinate the transport to this hotel/ facility with the team managing the fleet.

Housing

Working with the facilities Assist to ensure suitable housing for delegates are identified and contracted

Up to date inventory of office and housing facilities are kept

request for repairs and maintenance of office and delegates apartments are processed liaising with respective landlords

Manage the contact list of the team in Beira

Ensures that the contact list of the team in Beira is always up to date with local number, whatsapp number and email addresses

Other Related Tasks

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

Education

Degree in Business management or Social science or Mass communication

Experience

Experience working in a humanitarian aid organisation

Experience working for the Red Cross and Red Crescent Movement

Knowledge, skills and languages

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.

Spoken and written English

Spoken and written Portuguese

Computer literacy

 Competencies and values

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