Administrative Assistant

Position description

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network with 191-member National Red Cross and Red Crescent Societies. 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.”  The IFRC works to meet the needs and improve the lives of people in vulnerable situations before, during and after disasters, health emergencies and other crises.

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles. 

This position is located at the Delegation of the IFRC to the United Nations (UN), in New York, USA, which reports to the IFRC’s department for Global Relations, Diplomacy, and Digitalization located in Geneva, Switzerland.

The Administrative Assistant, under the supervision of the IFRC’s Head of Delegation to the UN, is responsible for providing administration, logistical, substantive, and governance support to the IFRC New York Delegation and the global humanitarian diplomacy team, including support with donations management and events.

Job Description

1). Administrative, logistical, and substantive support to the Delegation and the global humanitarian diplomacy team

• Manage the front of office, including directing mail, email, correspondence, phone calls, and visitors to relevant colleagues.
• Manage the Head of Delegation’s calendar, including organizing programmes, scheduling meetings, coordinating briefing materials and statements, and circulating post-meeting notes.
• Manage travel plans for the Head of Delegation, including flights, hotels, expenses, and programme.
• Coordinate team meetings, including agendas and presentations.
• Support the Delegation to participate in UN events and meetings by registering and inscribing on speakers’ lists.
• Support visitors’ schedules, organizing programmes, setting up meetings, securing UN Grounds passes, and providing information and support on accommodation as needed (UNGA, ECOSOC HAS, HLPF etc).
• Coordinate the Delegation’s report following the High-level Week of the UN General Assembly and other UN conferences and events.
• Maintain all records in the Delegation’s database in a clear, organized, and confidential manner.
• Notify the Delegation of incoming visitors, receive visitors, and manage IFRC’s boardroom calendar.
• Undertake discrete projects linked to specific areas of work, support implementation plans, and corresponding actions.
• Ensure front of office workflow in the absence of the Head of the Delegation and in collaboration with the Officer-in-charge.
• Vet potential service providers (at least 3) and process comparative bids analysis.
• Maintain an organized and up-to-date filing system consistent with rules and regulations.
• Provide other administrative and logistical support as assigned.

2). Governance support to the Delegation

• Organize the annual Board Meetings for the Delegation.
• Coordinate the drafting of the annual Board Report, including the Chairperson’s script and taking minutes during the meeting.

3). Donations and Resource Mobilization

• Manage the flow of unsolicited donations received by the Delegation, maintain updated records electronically and in paper, issue receipts (i.e. thank you letters) on a timely basis, ensure accuracy of records by cross checking with bank account records (bank statements, status of donations account), secure the signing of necessary documents (e.g. Donor Notes and Funding Agreements), and share IFRC or National Society reports with donors.
• Organize and prepare the reports and documents for regular Allocation Committee meetings (including quarterly donations reports, transfers report, and yearly tax schedule reports).
• Advise the Director of the Delegation on matters of donation compliance, rules, regulations, and procedures.  
• Respond to inquiries and maintain successful working relationships with individuals and corporate donors, by providing relevant information in collaboration with the American Red Cross and colleagues at the IFRC Headquarters.  
• Coordinate and support successful working relationships with resource mobilization colleagues in Geneva, Regional Offices, and National Societies, liaise with them when necessary to ensure that funds transferred by IFRC at the UN Inc. will be able to be absorbed in the appeals/DREF operations/NS operations they may be allocated for. 
• Maintain relationship and active communication with American Red Cross. 

4). Events Management

• Assist in the arrangement of UN events (side events, workshops, etc.) in coordination with the Communications Officer and Humanitarian Affairs Advisers.
• Assist with the set up and take down of UN events in the office or external venue. 

5). Implementing and furthering IFRC strategies and visions

• Work to further the Strategies of the International Red Cross and Red Crescent Movement, IFRC Strategy 2030.
• At all times embody and promote the Red Cross and Red Crescent principles.

Qualifications

Education

University degree in relevant discipline

Experience

Minimum of 5 years of relevant professional experience in administration, office management, or donations.

Knowledge and skills

Excellent spoken/written English, and working knowledge other IFRC/UN languages preferred

Strong organizational, interpersonal and verbal/written communication skills

Strong knowledge of Microsoft products (i.e. Outlook, Word, Powerpower, Excel)

Knowledge of donations management

Knowledge of 501c3 governance rules and regulations

 

Salary: $70,000.00 - $80,000.00 per year

Application instructions

Work location: In-person 3 days per week, New York

Please send your resume and cover letter to [email protected] by April 21, 2024. Only full applications will be considered. Due to the volume of applications, we will not reach out to all candidates. Authorized U.S. work visa needed.

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