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Administration Delegate CONGO THE DEMOCRATIC REPUBLIC – July 2020

Date of issue:17-07-2020
Closing date (Geneva time zone):31-07-2020
Duty station:Goma
Country:CONGO, THE DEMOCRATIC REPUBLIC OF THE
Duty station status: Non Family Duty Station
Accompanied status: Non-Accompanied
Duration:5 Months
Category of Staff: Delegate
Grade: To be determined
Vacancy No:IFRC04264

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 192 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, health emergencies and other crises. 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 office, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut).

Job Purpose

Under the supervision of the Finance and Administration Coordinator, the incumbent is responsible for providing high level support to the DR Congo Office on Administration management issues to ensure efficient and effective running of the DR Congo Offices on day-to-day operations.

Job Duties and Responsibilities

Administration
• Help improve the quality of services provided by Administrative team by maintaining a strong structure with clear guidelines and segregation of duties in place, aim to address the growing demands for the DRC Delegation.
• Ensure effective management, compliance of a documented system of administrative policies and procedures for the IFRC and monitor and oversight administrative operations of field offices to ensure minimum and consistent standards are applied throughout the organization.
• Maintain a strong Welcome Service that will facilitate staff movement and accommodation with proactivity with efficiency; domestic and international level.
• Manage cost effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving and filing, health and safety, security, welcome service, travel, conferencing and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, gardening, catering, printing and security).
• Ensure that all in-coming international staff are well facilitated, and that they return all equipment, assets and any other property in their possession before they are signed off.
• Supervise the daily management of IFRC buildings, maintenance, local procurement of office equipment, furniture and consumable supplies, facilities management and ensure the development and the implementation of a green and sustainable strategy.
• Ensure that people and activities are properly insured as per the IFRC regulations and country legal requirements with the support of a local lawyer; report timely incidents to the Insurance Unit in Geneva.
• Implement standardized filing and archiving system for the country -Office and sub-offices by ensuring both method in place and maintained; physical & virtual(electronic), while promoting adherence to the same among program departments.
• Help maintain an up-to-date procedures and guidelines on housing, telephone, travel and other administrative processes as necessary and promote adherence to them.
• Ensure the effective selection and management of agreements (office equipment, leases, rental agreements…) and help maintain a sound control regarding contracting as per CAM Procedures and Safeguard signed contracts by making a follow up to update the status to “signed” on e-contract accordingly.
• Safeguard fixed assets and maintain a robust and updated asset management register.
• Ensure all utilities are settled in time and there are no service disruptions.
• Work with security delegate to enhance security in the premises.

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.
• Ensure we maintain an updated inventory of all offices assets and stationeries.
• Maintain accurate registration of assets and property of the office.
• Support the implementation of Admin policies, processes, procedures and audit recommendations

Reporting
• Prepare monthly reports in relation to telephones, and housing and Submit to the finance office periodically or as required.
• Assist the Finance with the monthly Leases Check List process.
• Prepare monthly reports or as required in relation to facilities, agreements, Inventories

Financial Management
• Follow up on payments to respective providers as per agreed deadlines to avoid service disruption
• Assist Finance team in the process of creation of F-Codes for Admin suppliers.
• Follow up quarterly about Equipment register process reports with the regional office.

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 commercial and contractual systems especially leases
  • Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment
  • Experience within RCRC is an added advantage

Knowledge, skills and languages

  • Strong communication skills
  • Ability to work under pressure and to deadlines
  • Excellent customer service
  • Tact and diplomacy
  • Fluently spoken and written English and French
  • Good command of another IFRC official language (Spanish or Arabic) or Swahili is an added advantage

Competencies and values

  • Diversity
  • Teamwork
  • Communication
  • Accountability
  • Innovation

Apply here :https://www.ifrc.org/en/who-we-are/working-with-us/current-vacancies/job-description/?id=57575

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