Administration Assistant (Welcome Services)

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, with 191 member National Red Cross and Red Crescent Societies. IFRC uses the Triple R – response, resilience and respect – to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate – our raison d’être – of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability.

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.

The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

On 24 February, a new phase in the armed conflict in Ukraine started with the intensification and spread of the hostilities that are now affecting most parts of the country and causing major concern for the protection of civilians and essential civilian infrastructure. This comes after months of rising political and military tensions and eight years of conflict in and around Eastern Ukraine where an estimated 2.9 million people were already in need of humanitarian assistance and 1.4 million were internally displaced. With the onset of hostilities, hundreds of thousands of people in Ukraine have left their homes, with more than 160,000 people reportedly internally displaced and as of 28 February, over 360,000 having crossed the borders into the neighbouring countries of Poland (over 200,000), Moldova, Romania, Hungary, Slovakia, and Belarus –within just four days since the start of intensified hostilities.

Job Purpose

Under the supervision of Senior Officer Administration, manage the delivery of Travel and Welcome services to the Ukraine Operation at a high standard and in a timely and efficient manner that ensures both cost-effectiveness and timely provision of services.

Job Duties And Responsibilities

Travel / Visa Management

• To carry out travel arrangements including air travel, arrangements for transport and assistance in obtaining visas for delegates, staff and visitors as required.
• To facilitate arrivals and departures of guests, delegates and staff visiting the Country Office and on field missions/assignments at the airport or any port of entry including during weekends and after hours
• Maintain a tracking board for pickups and drop offs (in liaison with Fleet / Security)
• Prepare a welcome package for each arriving delegate/visitor, to include information about the Country and Operation and other general information.
• Facilitate visa requests for staff entry into Ukraine visas including visa extensions, via MOFA when needed.
• Assist in the refund of minor costs associated with air travel: visas, departure taxes and baggage charges.
• Ensure the proper cost coding for each travel request and liaison with the Finance & Admin Unit.
• Maintain a short list of hotels suitable for conferences and for selection as appropriate accommodation.
• Assist with hotel bookings for delegates, staff and visitors.
• Maintain a stock of passport photos for each delegate based on the cluster.
• Stay up to date of the needs of each embassy relating to visa requirements.
• Maintain a stock of visa application forms for certain embassies to facilitate processing.
• Provide guest information where appropriate, this includes name, nationality, passport number (if known) date and time of check-in and check-out
• Notify the hotel(s) immediately of any cancellations/changes and ensure confirmation of the notification.
• In liaison with programs and logistics unit, organize and negotiate favorable rates, Make venue and accommodation and travel bookings for workshops, meetings, seminars.
• Assist the workshop coordinator in matters such as; pickups, drop-offs, air travel, accommodation and conference facilities.
• Liaise with the finance and Admin Unit to assist the payment of participants’ cost (air tickets, visas, airport taxes).
• Assist travelers in getting visa for destination countries.
  
  
  

Delegates’ entrance and exits

• Contact list updated daily including mailing Staff lists and disseminate internally on a monthly basis.
• and support fleet coordination as required and assigned.
  
  
  

Other:

• Act as delegation point of contact for incoming communication (email and calls)
• Establish and ensure effective working relationships with delegates.
• Ensure effective working relationships with National Society counterparts and leadership.
• Ensure effective working relationships with technical and service departments at regional and Geneva Secretariat level.
  
  
  

Job Duties And Responsibilities (continued)

• Actively work towards the achievement of the Federation Secretariat’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work related duties and responsibilities that may be assigned by the line manager.
  
  
  

Education

Diploma in Travel, Air, Logistics, Office Management, Business Administration or any relevant field.

Experience

Required:

• 1-2 years’ experience in Office and Travel management
• Red Cross/Red Crescent knowledge and experience
• Ability to work comfortably under stress and manage multiple priorities in a fluid environment
• Experience of working in and managing office administration including filing
• Experience in administration, ticketing, travel logistics and any other support areas
• Experience working with office procedures and systems.
  
  
  

Preferred:

• Red Cross/Red Crescent knowledge and experience.
  
  
  

Knowledge, Skills and Languages

Required:

• Ability to work in a cross-cultural and cross functional environment
• Ability to work with tight deadlines and handle multiple tasks
• Must have computer working knowledge
• Excellent communication and reporting skills
• Demonstrated core proficiency in (a) digital communication and collaboration, (b) basic digital content creation, (c) digital safety and security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants.
• Understanding of and commitment to IFRC’s mission and values.
• Good interpersonal skills and analytical skills.
• Fluently spoken and written English.
  
  
  

Preferred:

• Good command of another IFRC official language (French, Spanish or Arabic)
  
  
  

Competencies, Values and Comments

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.