Officer, Administration

Overview

Provides specialized administrative and operational support to the Americas Regional Office, focusing on event coordination, procurement, housing, and financial processing to enhance organizational efficiency.

Key Responsibilities

• Support delivery of general services for the day-to-day functioning of the office.
• Manage the technical setup and administrative organization of major meetings.
• Act as administrative focal point for all events managed by the regional office.
• Handle all visas requests related to regional office meetings/workshops participants.
• Handle all logistics bookings – flight, tickets, transportation – related to IFRC events participants.
• Ensure the timely booking of the needed events space.
• Maintain a public calendar of major events organized by ARO.
• Provide virtual support in event planning and logistics to the Delegations.
• Track Framework Agreements (FWAs) and request their renewal or a new FWA.
• Prepare or update the Terms of Reference (ToR).
• Manage framework agreements (hotels, travel agency, interpreters).
• Handle administrative procurement requests (printing, translation, souvenirs, etc.).
• Follow up on PNS integration agreements, draft contracts and submit for approval.
• Ensure delivery of required integration documentation for PNS international staff.
• Identify housing for delegates within the authorized security perimeter.
• Draft and negotiate rental contracts with landlords/real estate agencies.
• Ensure timely renewal of lease agreements.
• Process housing-related payments and keep monthly control of warranty deposits.
• Owns and manages the full accounts payable cycle for the department activities and the building maintenance.
• Monitor and reconcile accounts, statements and financial reports.
• Identify and analyse discrepancies and errors; correct them and follow up.
• Support in the payment/invoicing backlogs as required.

Required Experience

• At least 4 years of working in a similar role
• 3+ years in administrative, assistant and/or secretary support role
• At least two years working in a multicultural context
• At least 2 years of working experience in the International Federation
• Preferred: Working experience with a Red Cross / Red Crescent National Society
• At least 3 years of working experience in the Americas Region

Qualifications

• Degree or Diploma Social Sciences, Business Administration or related field
• Preferred: Relevant post-graduate degree or MBA
• Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc)

Other Details