Executive Assistant (Bilingual) at International Federation of Red Cross and Red Crescent Societies (IFRC)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian and development network, with millions of volunteers in 190 member National Societies. We are guided by Strategy 2020 - our collective plan of action to tackle the major humanitarian and development challenges of the present decade. We wil...

 

Executive Assistant (Bilingual)

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience3 - 5 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial  , Art / Crafts / Languages 

Job Purpose

  • Reporting to the Senior Executive Officer the Bilingual Executive Assistant will perform day to day administrative and programmatic support that may be necessary for the efficient running of the Africa Regional Office. The executive assistant will handle a wide range of contacts with stake holders including national societies, ICRC, Government departments and the international donor community.

Job Duties And Responsibilities
Administration

  • Managing the day-to-day operational and administrative activities of the Regional Director by prioritizing incoming requests, maintaining the Director’s diary, paperwork, and following up to ensure timely responses.
  • Review all outgoing correspondence prepared for the director’s edit as appropriate to ensure correct spelling, grammar, and formatting style in addition draft standard administrative correspondence.
  • Schedule briefings and debriefing of secretariat, PNSs and ICRC representative with relevant regional departments and National Societies (NSs) as appropriate.
  • Maintaining an in-depth knowledge of the regional operations, responding and / or re-routing general requests for information, screening correspondence, issuing acknowledgements, replying to enquiries as appropriate and drafting correspondence on behalf of the director.
  • Maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies and placing and expediting orders.
  • Following up on actions required by the director, filing documents and maintaining the relevant files.
  • Take minutes of staff meetings and any other meetings as may be requested by the line manager.
  • Provide secretarial support to the regional office.
  • Prepare and maintain a contact list for critical groups and stakeholders of the Africa Regional Office.
  • Create and maintain a yearly event matrix.
  • Reconcile and allocate working advances for the Director. Follow up with finance to ensure working advance has been cleared.

Information Management

  • Manage the information flow of the Director’s Office, Geneva, Regional and Country Offices, National Societies, and ICRC.
  • Ensure timely and accurate transmission of information and follow-up to ensure feedback is provided, necessary action is taken, and deadlines met.
  • Identify and handle confidential / sensitive material professionally while protecting the interest of the federation and the Africa Region.
  • Organize and maintain efficient information storage and retrieval systems that guarantee the correctness and integrity of records as well as ease of cross referencing with well-defined levels of access.
  • Consolidate relevant reports for the Regional Director in consultation with the Regional Unit Heads and Heads of Delegations in Africa.
  • French and English translation of official correspondence, and simultaneous interpretation support during verbal dialogue. The role shall include procuring external service provides when extended translation support is required.

Job Duties And Responsibilities (continued)
Calendar and Events Management

  • Coordinating administrative and logistical arrangements for visitors, including arranging appointments for the regional director, compiling, and providing information or relevant materials required and updating information regarding the regional director’s planned travel and meetings.
  • Making necessary arrangements for regional meetings, workshops, and conferences-arranging for venues, booking rooms, drafting, and sharing agendas, compiling, and distributing background documentation.
  • Demonstrating flexibility in undertaking special assignments e.g., events, and other activities as assigned. Contributing to team effort by accomplishing related results as needed.
  • Organize/Coordinate events such as retreats, off site meetings and official events ensuring that the required logistics are provided for by administration and logistics unit.

Travel Management

  • Working closely with the travel unit in organizing the Director’s calendar and the regional visitors’ local and international travel by providing timely information; contacting hosts and arranging hotel accommodation and airport transfers; preparing documents related to travel.
  • Visa application to be done on time and ensure efficient follow-up.
  • Prepare meeting pack with relevant documentation including ticket, letter of invitation, accommodation booking and security regulations.
  • Share travel information with relevant people in host countries.

Duties applicable to all staff

  • Actively work towards the achievement of the Federation Secretariat’s goals.
  • Abide by and work in accordance with the Red Cross and Red Crescent principles.
  • Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

  • University degree in relevant field. Required.

Experience

  • 3-5 years of relevant experience. Required.
  • Experience in workshop planning and organization. Required.
  • Experience in an administrative/coordination role. Required.
  • Experience in managing workflow. Required.

Knowledge, Skills and Languages

  • Excellent computer skills. (e.g., Microsoft Outlook, Word, Excel, Adobe Acrobat). Required.
  • Experience in office management principles and procedures. Required.
  • Experience in problem identification and solution. Required.
  • Excellent verbal and written communication skills. Required.
  • Discrete and diplomatic behaviour. Required.
  • Knowledge and commitment to Red Cross Red Crescent Fundamental Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice. Required.
  • Fluency in both written and spoken English and French. Required.
  • Good command of another IFRC official language (French, Spanish or Arabic). Preferred.

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.

Method of Application

Interested and qualified? Go to International Federation of Red Cross and Red Crescent Societies (IFRC) on www.ifrc.org to apply

Comments

Post a Comment

Popular posts from this blog

Project Director at LVCT Health

LVCT Health is an indigenous Kenyan non-governmental and not-for-profit organization established in 2001. We are driving Kenya towards HIV prevention, with an ultimate goal of reducing HIV infections to zero. We offer integrated HIV services through development of models that are scaled up to the national models. We also carry out sexual and reproductive ...   Project Director Job Type Full Time Qualification MBA/MSc/MA Experience 7 - 10 years Location Kiambu Job Field Medical / Healthcare  Job purpose The Project Director will be responsible for providing overall strategic and technical oversight to the Dhibiti Project in Central region. This includes responsibility for the technical, monitoring and evaluation and financial and operations components of the project. S/he will work closely with the Program Director and other directors/managers to ensure adherence to technical and contractual requirements of the grant, achievement of targets and project alignment to institutional vision
Read more

Information Communication Technology - 12 Posts at Judiciary of Kenya

The Judiciary is one of the three State organs established under Chapter 10, Article 159 of the Constitution of Kenya. It establishes the Judiciary as an independent custodian of justice in Kenya. Its primary role is to exercise judicial authority given to it, by the people of Kenya. The institution is mandated to deliver justice in line with the Constitut...   Information Communication Technology - 12 Posts Job Type Contract Qualification Diploma Experience Location Nairobi Job Field ICT / Computer  , Internships / Volunteering  Job Description For appointment to an internship position in ICT, a candidate must:  Have a Diploma in any of the following fields: Computer Science, Information Technology, Information and Communication Technology or its equivalent from a recognized institution. Have graduated not earlier than the  year 2022;  Method of Application Interested and qualified? Go to Judiciary of Kenya on jobs.court.go.ke to apply
Read more

School Office Administrative Officer (a female preferred) at Tamkeen Integrated Schools

School Office Administrative Officer (a female preferred) Job Type Full Time Qualification BA/BSc/HND , Diploma Experience 3 - 5 years Location Nairobi Job Field Administration / Secretarial  Tamkeen Integrated Schools (TIS), is a private school in Kileleshwa providing the revered Cambridge System from Kindergarten to A-levels with a strong emphasis on STEM, Islamic Education, and Coding Programs. Our holistic approach integrates spiritual enrichment, recreation, and specialized teaching in Islamic Values, Arabic, and Quran memorization, fostering student ownership of learning in a modern Islamic education system. Tamkeen Integrated Schools is actively seeking a highly skilled Administrative Officer to join our team. The ideal candidate will bring a wealth of experience in school office administration, with a specific focus on the Cambridge system and academic matters. Exceptional organizational skills and a strong commitment to customer service and problem solving are essential. Key R
Read more