Grade to be confirmed
Closing date (Geneva time zone):12-07-2019
Duty station status: N/A
Accompanied status: N/A
Category of Staff: National Staff
Grade: To be determined
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.
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.
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
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
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.
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
Degree in Business management or Social science or Mass communication
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
Competencies and values
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