Job Purpose
To support the organisation, coordination, and structuring of HDCC internal work by organizing folders, developing work matrices, setting up calendar invites and timelines, producing meeting minutes, and other coordination/administrative ad-hoc requests.
Job Duties And Responsibilities
File Management
- Define an adequate structure for the HDCC SharePoint folder and sub-folders, and organize the content accordingly.
Internal Reporting and Coordination
- Mapping all meetings and internal reporting requirements for the HDCC team and set up a monthly calendar matrix for these events/tasks.
- Share calendar invites through outlook and send regular alerts.
JTF Management
- Define a calendar for Joint Task Forces, prepare an agenda, send invites, draft meeting minutes (get validation and share).
- Develop a calendar with a rotation for “on call” team members over weekend and holiday periods.
Operations Reporting
- Follow up with PMER team on the reporting timelines for each of the operations and send alerts to responsible OPS coordinators/managers.
- Review and set up of #Africa HDCC email groups for tech. review, and ops task forces etc. as well as review others.
- Prepare HDCC Weekly Updates
- Ensure administrative issues related to operations management are sorted according to IFRC procedures.
- Formatting, editing and review of departmental reports
Education
- Diploma in Office Management, Business Administration, and any relevant field.
Experience
- At least 2 years in administrative support experience
- Experience in managing data, filing, basic financial and budgetary information
- Proven excellence in administrative support
- Experience working within an RC National Society and/or the Federation Secretariat
- Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment
Knowledge, Skills and Languages
- Strong communication skills
- Computer Literate
- Ability to work under pressure and to deadlines
- Flexibility
- Accuracy and fine attention to detail
- Organised and self-starter in work prioritising
- Tact and diplomacy
- Excellent customer service
- Filing and Report writing skills
- Fluent spoken and written English
- Good command of another IFRC official language (French, Spanish or Arabic)
Competencies, Values and Comments
- Core Competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
- Values: Respect for diversity; Integrity; Professionalism; Accountability
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