Executive Assistant

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    1 week ago
  • Category:
    Administration
  • Deadline:
    December 6, 2022

JOB DESCRIPTION

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of 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.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

 

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

 

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

 

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

 

The Agenda for Renewal provides a vision for how the IFRC sees its role in the implementation of Strategy 2030. The Agenda for Renewal ensures that the IFRC provides strategic and operational membership coordination, National Society Development (NSD) services and represents the collective with humanitarian diplomacy and advocacy. In addition to a focus on the five strategic priorities of Strategy 2030, IFRC will strive to be more engaged, more accountable and more trusted by the membership.

 

As one of the five decentralized parts of the Secretariat, the Regional Office for Regional (ROE) in Budapest leads the support to National Societies of 53 countries through Country and Country Cluster Delegations and directly from Budapest spread across Western and Eastern Europe, the Balkans, Caucasus and Central Asia.

The position based in Budapest and is part of the Humanitarian Diplomacy and Liaison office.

 

Job Purpose

The Executive Assistant is instrumental in providing direct support in the timely and smooth implementation of the Deputy and Regional Director’ tasks and responsibilities.  The incumbent is responsible for ensuring and coordinating an efficient and effective functioning in all its aspects of the Office of the Regional Director. The Executive Assistant works closely with the Executive Assistant to the Regional Director, ensuring smooth coordination and mutual complementarity of the administrative functions of the ROE leadership.

 

Job Duties and Responsibilities

The position holder shall:

  • Provide full administrative support to the Deputy/Regional Director:
    • Management of incoming and outgoing correspondence
    • Organisation of the office routines and procedures
    • Management of the Deputy/Regional Director appointments and schedules
    • Filing and archiving of important documents and correspondence
    • Organisation of the Director’s travels
    • Supports the Director in completing mission notes and mission expenses
    • Ensure smooth function and flow of communication of the Office of the Director during the absence of the Deputy/Regional Director.
    • Provide feedback on the on-going issues to the Director during Director’s missions and absences
  • Work closely with the Executive Assistant assigned to the office of the Deputy/Regional Director to ensure office coverage, coordination and efficiency of the ROE leadership team. This includes stepping in for each other during absences.
  • Draft speeches, briefing papers and other documents for the Director. Ensure translation to the other working languages and Hungarian language when required.
  • Oversee preparation of the briefing notes for the Director and for the other senior IFRC leaders when travelling to the countries of the Europe Region.
  • Support Deputy/Regional Director in maintaining regular working communication flow with the Heads of Country and Cluster Offices and Federation Representatives in the Region.
  • Develop agenda and background documents, and draft minutes of Movement meetings, SMT, EMM and other meetings as requested.
  • Coordinate the organization of SMT meetings and Task Forces lead by the Director. Take minutes of meetings as agreed and support follow up and decision implementation tracking.
  • Keep track of and ensure proper follow up within the appropriate time-frame to issues within the purview of the Regional Director. Coordinate with relevant staff members and field colleagues as necessary.
  • Coordinate the organization of diplomatic functions (ex. Diplomatic briefings, WDR launch, etc.), and ensure that proper protocol is followed in communication with external partners (including Ministries, Embassies or International Organisations).
  • Manage specific projects and files as assigned by the RD and act as the focal point for specific thematic areas.
  • Arrange and participate upon request in representation functions.

 

In addition to these main tasks, the Executive Assistant:

  • Acts as a Team Leader for the assistants group in the Regional Office. This includes technical coordination, appropriate coaching and support to newly recruited members of the support team, organising the assistant team to ensure complementarity of roles, teamwork and overall efficiency.
  • Coordinates sharing of experience and best practices with the Assistants teams in the sub-regional (country cluster), and country offices reporting to the Regional Office for Europe

 

Education

University Degree in business administration, international relations or other relevant field

 

Experience

  • Significant work experience (3 to 5 years) in an  administrative and office management role out of which 2 years with an international organisation, preferably with a humanitarian or development role
  • International RCRC experience (preferred)

 

Knowledge, Skills and Languages

  • Proven track record of excellence in managing and supporting an executive office
  • Excellent interpersonal skills. Team player.
  • Handling of sensitive information, discretion, solid judgment
  • Proven ability to draft correspondence and documents in English (advanced level)
  • Strong written and oral communication skills
  • Outstanding organizational and problem solving skills
  • Ability to multi-task, work under pressure, and prioritize workload in order to meet tight deadlines
  • Interpersonal and diplomatic skills, sound judgment and maturity.
  • Knowledge of protocol in international organizations.
  • Focused on quality and standards, results, and accountability
  • Proactive approach to finding creative and constructive solutions to difficult issues
  • Fluently spoken and written English
  • Good command of another IFRC working language (French, Spanish or Russian) is preferred
  • Other languages: Hungarian

 

Competencies, Values and Comments

Communication
Collaboration and Teamwork
Judgement and Decision Making
National Society and Customer Relations
Creativity and Innovation