IFRC Billingual Executive Assistants Jobs in Kenya
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.
Job Duties and Responsibilities
Administration
Managing the day-to-day operational and administrative activities of the Regional Director by prioritising incoming requests, maintaining the Director’s diary, paper work, 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 meeting.
Provide secretarial support to the regional office.
Prepare and maintain a database of all staff in the region.
Create and maintain a yearly event matrix.
Liaison with other Red Cross and Red Crescent National Societies, Partner National Societies, and representatives from other institutions.
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, ICRC and to the public.
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.
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 Secretary General (SG) in consultation from the Director, Head of Operations, regional and Country offices.
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.
Share information with regional staff.
Education
University degree in relevant field
Experience
3-5 years of relevant experience
Experience in workshop planning and organization.
Experience in an administrative/coordination role.
Experience in managing workflow
Knowledge, skills and languages
Excellent computer skills. (e.g. Microsoft Outlook, Word, Excel, Adobe Acrobat).
Experience in office management principles and procedures.
Experience in problem identification and solution.
Excellent verbal and written communication skills in English.
Discrete and diplomatic behaviour.
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.
Fluency in written and spoken English.
Good command of another IFRC official language (French, Spanish or Arabic).
Competencies and values
Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust;
How to Apply
Interested candidates should apply online by 22nd August, 2018
For more information and job application details, see; IFRC Billingual Executive Assistants Jobs in Kenya
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