Programme Assistant

İşin təsviri

Job duties and responsibilities

Administration and Welcome Service
• Review the IFRC Welcome Pack for Azerbaijan and keep it fully and regularly updated and shared with all visitors
• Provide support to all IFRC visitors, including as required visa, transportation, accommodation and other relevant tasks
• Ensure proper welcome arrangements for new staff, visitors/consultants including pick up/drop from/at airport in coordination with the fleet, scheduling meetings and sharing of their ToR with relevant colleagues.
• Ensure housing arrangements for the IFRC delegates, for the office, and hotel. Support with identifying relevant suppliers and concluding framework agreements in line with the IFRC policies and procedures.
• Provide general support to visitors.
• Ensure IFRC correspondence with external stakeholders as needed and in close coordination with the IFRC Liaison Officer / Under-Secretary General of Azerbaijan Red Crescent Society
• Ensure proper filing, storage and back -up system of project documents and records and retrieve information when requested
• Maintain regular and proactive dialogue with internal and external stakeholders with regards to relevant administration management matters.
• Assist in writing correspondence/memo, invitation letters, email as well as translation of the documents, when needed.
• Coordinate appointments and meetings as required.
• Monitor and maintain inventory of office supplies and equipment and ensure office equipment is properly maintained and serviced
• Work closely with the IFRC Security Focal Point in Tbilisi and provide relevant updates in a timely manner

Programmatic Support / Support to Head of Delegation
• Support with logistics accompaniment of the IFRC supported procurement processes both done directly and through the Azerbaijan Red Crescent Society
• Provide support with reporting requirements in close collaboration with the Operations Manager, South Caucasus PMER Officer, and the programme teams of Azerbaijan Red Crescent Society
• Support in taking minutes as and when necessary during meetings
• Support with translation as and when necessary during meetings
• Support in scheduling relevant meetings for the Head of Delegation / Operations Manager

Duties applicable to all staff

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

Position Requirements (Required,Preffered)

Education

- Relevant university degree or extensive professional experience in related field - Required
- Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc.) - Preffered

Experience

- Minimum of 2 years work experience with an International Organisation, international non-governmental organization, NGO and/or government development agency - Required
- Volunteering or working within the Red Cross / Red Crescent Movement - Preffered
- Experience of managing budgets - Required
- Communicating financial results to managers - Preffered
- Experience of narrative & financial reporting - Preffered
- Experience in administration - Required
- Experience in procurement and small-scale logistics tasks - Required

Knowledge and Skills 

- Ability to lead and manage in a diverse cultural context - Preffered
- Highly organised/time management skills - Required
- Advanced skills in computer productivity applications (Word, Excel, PowerPoint and Outlook) - Required
- Good communication skills - Preffered
- Ability to pay attention to detail - Required
- Good writing skills - Required

Languages

- Fluently spoken and written English - Required
- Good command of another IFRC official language (French, Spanish or Arabic) - Preffered

Competencies (to be filled in by HR)

Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust

Applications to be send to the following Email Address: [email protected]

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