Under the management of the Head of North Africa Cluster, the incumbent is responsible for providing administrative support services to the North Africa Cluster office, to all staff, hosted PNSs and visitors.The Administration Officer will be responsible for implementing the administrative policies and procedures according to Federation standards as well as taking care of other administrative and logistical related tasks.

Welcome Services

·  Ensure that telephone calls are professionally answered.

·  Liaise with the security guards with regards to guests and visitors & attend to visitors, send them to the relevant offices when needed.

·  Ensure that the reception area and meeting rooms are well maintained and kept clean.

Office Administration

·  Timely registration and distribution of incoming mail.

·  Organise, send and follow up all outgoing mail.

·  Maintain and archive files as per the standardized filing system.

·  Register the office’s inventory, update it as needed and conduct a check on a yearly basis.

·  Maintain stationery and housekeeping’s consumable material stocks (coffee, water, cleaning material), organise re-ordering when necessary.

·  Order business cards.

·  Liaise with HR in opening new vacancies as instructed by HoCC.

·  Liaise with HR on new-comers, on their visas, accommodation, transportation bookings and sending personal belongings shipments as needed.

·  Prepare and submit visas and residencies files to the respective entities and follow up on their issuance, expiry dates and renewals.

General Services

·  Identify real estate agents and houses for IFRC and PNSs expatriates within the security perimeter as defined and authorized.

·  Manage the flats leases from the contract initiation process to the final handover, making sure that all houses leased in all locations are equipped according to the standards list and properly maintained according to the contract with the landlord.

·  Undertake all needed residential/office contracts registrations in a timely manner.

·  Ensure timely renewal, termination and payment of lease agreements after consultation with the Head of NA Cluster.

·  Draft a country specific housing policy to be endorsed and used by all staff, based on the policies issued in the regional office and HQ.

·  Ensure that all personnel have a well-equipped workstation with operational internet and attend to any requests regarding furniture.

·  Ensure that the office premises and grounds are adequately cleaned and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, garbage and recycling services) are functioning properly and invoices paid to service providers.

·  Manage and control all maintenance requests and liaise with the Head of NA Cluster to ensure that needed repairs will be properly undertaken in the office premises and delegates houses according to approved requests. Respond to all related maintenance and repair works on a timely manner.

·  Manage the IFRC vehicle and driver deployments. Ensure the vehicle registration/deregistration where applicable, the day-to-day maintenance, repair and proper reporting including fuel.

Admin Procurement

·  Identify suppliers for different administrative needs.

·  Undertake procurement processes from request for quotations launching for services & goods, finalizing tenders processes as per the IFRC procurement manual up to a ceiling of 20.000CHF per purchase and initiating contract IDs for service agreements signature purposes.

·  Manage all outsourced administrative services and maintain good relationships with all stakeholders.

·  Arrange flights, hotel bookings and transportation visitors, guests, staff as needed, track their invoices and liaise with the finance department where necessary.

·  Liaise with travel agents and airlines to ensure the most appropriate and cost-efficient services and flights. Liaise with the hotels to ensure a high-quality service.

·  Undertake the process of events management – from looking at different options to venue & accommodation bookings and invoice tracking.

·  Where applicable, ensure all relevant procurement invoices are processed/reviewed for timely payment.

Communications

·  Maintain good and high level public relations with all service providers and landlords.

·  Maintain high level of confidentiality at all levels of work.

·  Any other duties that may be assigned by the Head of NA Country Office.

1.

Actively work towards the achievement of the Federation Secretariat’s goals

2.

Abide by and work in accordance with the Red Cross and Red Crescent principles

3.

Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

University Degree in Business Administration or relevant major- required

Masters Degree in Business Administration or relevant major- preferred

Experience

5 years of relevant professional experience in administration - required

Experience in fleet management   - preferred

Experience in procurement tenders and processes- required

Experience in working in complex environment- required

Knowledge and Skills

Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint- required

Multi-tasking skills- required

Good written and verbal communications skills- required

Stress management skills- required

Team work spirit- required