Organizational Context

ONLY FOR NATIONAL SOCIETIES MEMBERS

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest volunteer-based humanitarian network, 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.

The Secretariat of the International Federation of Red Cross and Red Crescent Societies (“the IFRC”) works to a Business Model and has a Business Delivery Plan with key commitments that sharpen its focus, clarity, and efficiency and accountability results. The Secretariat, headquartered in Geneva, has five decentralized regional offices: one of which is the Americas, guided by the Secretariat strategies for implementation and areas of focus that builds on the vision of strategy 2020. The Americas’ region is organized in two main hemispheres: a group of support services departments and geographical configurations of (i) Country Cluster Support Teams and (ii) Country Office(s), as well as the Deputy Regional Director, each of them led by the Regional Director; and another hemisphere: six building blocks composed by (i) Partnerships and Resource Development, (ii) Policy, Strategy and Knowledge; (iii) Communication, (iv) Disaster and Climate Crisis: Preparedness, Response, and Recovery, (v) Health and Care, (vi) Logistics, each of them led by the Deputy Regional Director.

Disaster and Climate Crisis prevention, response, and recovery Department (DCCPRR) focuses on all components of disaster risk management, as well as all phases of disaster and crisis response recognizing that this often operate in a simultaneously and overlapping manner. The DCCPRR ensures quality, relevant and effective support to the National Societies of Red Cross (NS) to improve the services they provide to communities and people affected by disasters and crises and in support of resilience-building processes of disadvantaged groups. This covers actions reaching all levels of intervention –from local to global- in a way that fosters the effective integration of the seven areas of focus , as well as timely assistance to ensure that Red Cross National Societies consistently deliver –through their volunteers and staff- relevant country-wide services to vulnerable people, sustained for as long as needed.

To achieve its goal, the DCCPRR department delivers services to different stakeholders, at different levels. It mainly works with and through Red Cross National Societies, providing technical support and assisting in the implementation of their operations and programmes. It also works closely with other humanitarian partners and other actors, such as regional integration mechanisms, disaster management systems and civil society.

Job Purpose

Support the Administration department and reinforce the knowledge capacity to learn and understand management processes and procedures to support in the future National Societies effectively during regular and emergency operations.

Objectives:

General Objectives applicable to all staff are:

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work following the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.
• Adhere to standard operational procedures (SOPs), Code of Conduct, Principles and Rules for Red Cross and Red Crescent Humanitarian Assistance and other standards.
• Submit the Handover Document, Mission Appraisal, and a Deployment Feedback at the end of the mission.

Job Duties and Responsibilities

The Intern will work closely with the Continental Operations Coordinator on the following tasks and objectives:

• Support the Administration to update the Welcome package in coordination with Security Unit creating a virtual access.
• Identify and apply the IFRC procedures during the administration role in regular operation and emergency context (procurement process, framework agreement and service contract, travel procedure, fleet, inventory, housing policy) including the ERP process
• Describe and provide the admin role in Integration Agreement process and create a table of the status PNS what require an update.
• Support all related to Events organizing (workshop, meeting or High-level visits)

Plan of 5 weeks

Week 1:

• Administration general induction of the Unit (First day and explanation of the internship plan)
• Support in welcome service (Reception and administrative assistance): Procedures for accommodation, transportation, travel tickets, general requests.

Week 2:

• ERP general information (process)
• Housing procedures and support
• Fleet information
• General support to Admin Team

Week 3:

• Integration agreement process with PNS
• Update a table of the status in America Region (coordinate with each focal point in the Cluster)
• General support to Admin Team

Week 4:

• Events and activities induction
• Support during events
• General support to Admin Team

Week 5:

• Induction in Admin support in Emergencies context
• General support to Admin Team
• General support to Admin Team
• Report end of mission

Learning Outcomes

Management of the basic concepts and administration procedures that ensure regular operations within an office and that can be applied as future support during an emergency.

Duration:

The internship will be for a period of 1 month. Any extension of this period will be agreed by the Intern and the Regional DCCPRR team. After this period the intern will fully debrief all aspects and result of their support as intern to the IFRC´ Americas Regional Office.

Pre-deployment Responsibilities:

The intern will fully cover the costs related of this deployment. This includes insurance, accommodation, international and local travel expenses. IFRC provide a stipend of CHF 55.00 per day, to support cover food and transportation expenses.

Security

The Intern will adhere to the in-country security regulations of his/her Duty Station.

The following security regulations will apply:

• The intern is included in the IFRC Security Framework and s/he must be aware of and adhere to the IFRC Security Guidelines during the mission. These include signing the “Acknowledgement of risk: security in the field” document annexed to the Security Guidelines.
• The interns will follow security plans of her/his place of residence during providing support remotely.

Job Duties and Responsibilities (continued)

• If there are not Security guidelines already in place for the country of operation, these will be set by the TL in coordination with the Security Focal Point, and the Security Unit in Geneva (unit@ifrc.org)
• It is a requirement that each team member must complete the IFRC Stay Safe online course.

Due to the importance of the safety and security of individuals and the mission as a whole, any breach of Security Regulations may be considered to be misconduct. As such, security breaches may have disciplinary consequences, up to and including the immediate termination of the assignment or mission.

Duty of Care

• Travel approval process: The Regional Surge Focal point must be aware of all travel requests. Travel cannot be approved until coordinated with the following focal points in the regional office or nearest IFRC office: Security, Staff health (if available in the region), and Air Ops. The travel checklist must be signed and completed prior to travel.
• PPE: If the Rapid Response personnel need to engage in field work were physical distance is not possible and they are not provided with PPE prior to travel, then adequate PPE is to be provided by the receiving office. Please follow the proposed packing list for deciding adequate PPE amounts.
• Contracting and insurance: The mission dates must include quarantine days upon return to the rapid response personnel’s home country. Quarantine requirements should be checked at the time of deployment and during the deployment and personnel should be returning home within the contract time. In the event that the rapid response personnel shows symptoms within the quarantine days after returning home, the nearest Surge Focal Point is to be alerted and the rapid response personnel’s insurance coverage extended until the end of their symptoms.
• Budget: All costs related to quarantine upon return to the rapid response personnel’s home country are to be covered by the deploying entity (and should be budgeted under a relevant operational code if necessary). Per diem is to cover additional expenses so if under the entry requirements someone must quarantine in a hotel and if as a result there are costs to the individuals then there should be coverage so the rapid response personnel is not out of pocket.

Mission Health Vaccines

• The Intern should have the minimum required vaccinations completed before deploying to the mission country. Please see the Staff Health Guidance document available on IFRC GO for more information about COVID-19.
• Please check for more information at SoS international (internationalsos.com– username 22AMMS000091)
• Contact person at Regional Office for any queries regarding vaccination: staff.health@ifrc.org

Other information:

• The Intern should wear signage as provided by the Federation office.
• All team members should wear signage as provided by their National Society or Federation office.
• All team members should carry Identification issued by their National Society identifying them as a Red member of the Movement.
• All members should be outfitted with proper equipment including:
  • Laptop computer and thumb drives
  • Mobile phone
• The individual will be briefed online (Skype, Teams, etc) once the deployment is confirmed

Education

• University degree on Business Administration or similar major, Political Sciences and/or related academic knowledge with gender and diversity.

Experience

• Working or volunteer experience within the Red Cross Movement and / or IFRC;
• Working experience in emergency operation within the Red Cross Movement
• At least 3 years working experience in Administration area
• Leadership experience
• In-country contextual understanding and operational experience

Knowledge, Skills and Languages

• Good communication skills;
• Ability to work in a multi-cultural environment;
• Good stress management skills;
• Basic knowledge on main protection issues
• Communication skills with high-level personnel.

Language

• Spanish, Spoken and Writing – Mandatory
• English, Spoken and Writing – Preferable

Competencies, Values and Comments

Debriefing

• Mission debrief: Intern will be expected to complete a debrief at the end of their mission. The debrief includes a Handover Document, a Mission Appraisal and a Deployment Feedback.
• End of mission Feedback and Handover report:The intern will provide a handover report to the line manager/s (including technical line management as applicable).
• Mission appraisal: The mission appraisal of the intern will be done by the line manager/s. The appraisal form will be shared by their line manager before the end of mission.

Submission Requirements

Interested Interns are invited to submit:

• Curriculum Vitae (CVs)
• NS President’s or General Director’s authorization to participate
• Certifications copies