Job Duties and Responsibilities
Information Flow and Tracking Deadlines:
Generally manage the information flow of the Director’s office and from the Regional team and Geneva, the Regional and Country offices, National Societies, ICRC and to the general public.
Ensure timely and accurate transmission and exchange of information, and follow up to ensure feedback is provided, necessary actions taken and deadlines met.
Identify and handle confidential/sensitive material professionally while protecting the interests of the Federation, and the Africa Region office.
Organize and maintain efficient information storage and retrieval systems that guarantees the correctness and integrity of records as well as ease of cross-referencing with well-defined levels of access.
Liaise with internal and external contacts/stakeholders to promote a good and positive image of the Federation through information exchange and professional feedback.
Consolidate the quarterly reports for the SG in consultation from the Director, Head of Operations and Regional and Country Offices
Reconcile and allocate working advances for the Director and follow up with finance to ensure working advance has been cleared.
Administrative Tasks
Coordinate the Regional Director’s requirements for meetings and arrange meetings, prepare notices and minutes and take notes as necessary.
Review all outgoing correspondence prepared for the Director; edit as appropriate to ensure correct spelling, grammar, and formatting style. In addition, draft standard administrative correspondence, complete forms for administrative actions and keep records of actions taken.
Also format documents and prepare power point presentations, tables and charts as may become necessary.
Schedule briefings and debriefings of Secretariat, PNS and ICRC representatives with relevant regional departments and National Societies as appropriate.
Prepare and maintain a database of all staff in the Region and regional office
Maintain and updated database of all ANS
Create and maintain the yearly eventrix.
Event and Calendar Management
Manage the Director’s calendar, coordinate and adjust itineraries and schedules, and confirm appointments, and meetings as necessary
Organize / coordinate events such as retreats, off-site meetings, and official events; ensuring that the required logistics (venue, catering, transportation, lodging, facilitation etc.) are provided for by Administration and Logistics units.
Take minutes of monthly staff meetings and post on public drive
Provide secretarial support to the Africa Region Management Team.
Managing Travel
Organize the Director’s travel and related logistics (hotel, per diem etc.) as well as that of external guests as appropriate.
Visa applications to be done timeously and ensure efficient follow up.
Prepare meeting pack‘s with relevant documentation including ticket, letter of invitation, accommodation booking, security regulations.
Share travel information with the relative people in host countries.
Share information with staff in Region Office
Education
Bachelor’s degree in Office Administration, Social Sciences, Secretarial studies or any other relevant fields
Experience
5 years or more experience in secretarial services, programme management, public relations and general administration( Required)
Experience within a RC National Society and/or the Federation Secretariat ( Preferred)
A good understanding of the Red Cross business, and of regional operations and structures ( Required)
Experience in customer service operations, and in protocol.( Preferred)
Knowledge, Skills and Languages
Practical knowledge of computers (Word processing, Spread sheets,email, database management
Knowledge of modern office management and practices
Advanced verbal and written communication skills
