International Federation of Red Cross Administration Officer Jobs in Nairobi Kenya

International Federation of Red Cross Administration Officer Jobs in Nairobi Kenya

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 or “the Federation”) is the World’s largest volunteer-based humanitarian network.

The Federation is a membership organization 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 and crises and health emergencies.

The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world.

The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies.

The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners.

The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia and Pacific- AP (Kuala Lumpur); Europe (Budapest); Middle East and North Africa-MENA (Beirut).

Job Purpose

Under the supervision of the Senior Finance and Administration Officer, the incumbent is responsible for providing high level support to the Africa Regional Office on various administrative issues to ensure efficient and effective running of the Regional Office on day-to-day operation.

Job Duties and Responsibilities

Internal Control and Risk Management

  • Initiating Lease agreements (Manual and System Contracts) for the Delegates Houses and Federation Office, taking note of expiry dates, initiating Lease extension or termination as per Agreement, sorting out any issues raised and keeping the records up to date.
  • Maintain accurate registration of assets and property of the Regional office

    Reporting

  • Prepare monthly reports in relation to telephones, and housing and Submit to the Senior
    Finance and Administration Officer periodically or as required.
  • Prepare monthly reports or as required in relation to facilities, telephones and housing.

    Financial Management

  • Follow up on payments to avoid service disruption

    Monitoring

  • Ensure that all in-coming international staff are well facilitated to settle in Nairobi and that they return all equipment, assets and any other property in their possession before they are signed off.
  • Monitoring of all the payments originating from the department.

    Support

  • Work with Finance and all departments to maintain strong Archiving system.

    Administration

  • Staff management. Supervise the Welcome and Travel Assistant, Administrative Assistant and Administrative Secretary/Receptionist
  • Provide efficient and timely administrative support to the Regional Office in office management
  • Oversee the maintenance of office inventory on a regular basis, conduct and finalize overall inventory update
  • Support senior Finance and Admin Officer in preparing admin procedures
  • Undertake specific projects and activities including responsibility for their planning, delivery and results, as delegated
    Coordinate outsourced functions such as housekeeping, gardening, Taxi Services, catering and ticketing to ensure cost effectiveness and service delivery in accordance to signed agreements. Initiating respective Contracts and maintaining accordingly.
  • Ensure all required fittings in delegates houses are facilitated procedurally, timely and value for money considered at all levels.
  • Manage Regional office supplies. promote efficient usage and eliminate waste
  • Ensure that proper waste disposal is practiced always.

    Education
  • Bachelor’s Degree in business administration, Economics, Commerce, or any other relevant fields

    Experience
  • 4-6 years relevant working experience in administration
  • Experience of local commercial and contractual systems especially leases
  • Experience in driving (manual gears)
  • Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment

    Knowledge, skills and languages
  • Strong communication skills
  • Ability to work under pressure and to deadlines
  • Accuracy and fine attention to detail
  • Organised and self-starter in work prioritising
  • Excellent customer service
  • Tact and diplomacy

    Language
  • Fluently spoken and written English
  • Good command of another IFRC official language (French, Spanish or Arabic) is preferred

    Competencies and values
  • Communication
  • Collaboration and Teamwork
  • Judgement and decision making
  • Creativity and Innovation
  • Building trust
  • Comments
  • The Federation is an equal opportunity employer.

    How to Apply
  • Interested and qualified candidates should apply online by 10th June 2019
  • For more information and job application details, see; International Federation of Red Cross Administration Officer Jobs in Nairobi Kenya

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