Job Purpose
To support the organisation, coordination, and structuring of HDCC internal work by organizing folders, developing work matrices, setting up calendar invites and timelines, producing meeting minutes, and other coordination/administrative ad-hoc requests.
Job Duties and Responsibilities
File Management
Define an adequate structure for the HDCC SharePoint folder and sub-folders, and organize the content accordingly.
Internal Reporting and Coordination
Mapping all meetings and internal reporting requirements for the HDCC team and set up a monthly calendar matrix for these events/tasks.
Share calendar invites through outlook and send regular alerts.
JTF Management
Define a calendar for Joint Task Forces, prepare an agenda, send invites, draft meeting minutes (get validation and share).
Develop a calendar with a rotation for “on call” team members over weekend and holiday periods.
Operations Reporting
Follow up with PMER team on the reporting timelines for each of the operations and send alerts to responsible OPS coordinators/managers.
Review and set up of #Africa HDCC email groups for tech. review, and ops task forces etc. as well as review others.
Prepare HDCC Weekly Updates
Ensure administrative issues related to operations management are sorted according to IFRC procedures.
Formatting, editing and review of departmental reports
Education
Diploma in Office Management, Business Administration, and any relevant field.
Experience
At least 2 years in administrative support experience
Experience in managing data, filing, basic financial and budgetary information
Proven excellence in administrative support
Experience working within an RC National Society and/or the Federation Secretariat
Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment
Knowledge, Skills and Languages
Strong communication skills
Computer Literate
Ability to work under pressure and to deadlines
Flexibility
Accuracy and fine attention to detail
Organised and self-starter in work prioritising
Tact and diplomacy
Excellent customer service
Filing and Report writing skills
Fluent spoken and written English
Good command of another IFRC official language (French, Spanish or Arabic)
Competencies, Values and Comments
Core Competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
Values: Respect for diversity; Integrity; Professionalism; Accountability
Apply via :
www.ifrc.org
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