Coordinator, Administration

Overview

The Administration Coordinator is responsible for implementing and managing administrative procedures and processes, providing consistent service delivery, quality advice, and support to stakeholders. The role also provides technical direction and guidance to harmonize and improve administrative procedures within the Region.

Key Responsibilities

• Ensure application of Administrative policies, processes and procedures
• Supervise the implementation of internal and external audit recommendations
• Implement and review administrative policies, processes and procedures
• Review Country and Country Cluster Offices’ administrative contracts
• Prepare and monitor the administration function's budget
• Supervise the administrative procurement process
• Maintain and monitor the asset register
• Monitor all ongoing Working Advances
• Review exceptional daily worker arrangements
• Manage cost-effective shared services
• Ensure staff involved in procurement and financial approvals maintain updated conflict-of-interest declarations
• Oversee that the office premises and grounds are adequately maintained
• Monitor the cleaning services providers, landscaping and other building related tasks
• Supervise the implementation of security arrangements for the Regional office
• Ensure there is an effective use of the office spaces
• Supervise the event management process
• Manage venue, catering and accommodation to reduce the cost
• Supervise the receipt and safe storage of all office goods and stationeries
• Ensure that adequate systems for stock control are in place
• Regularly update the Regional Welcome Pack
• Manage accommodation rental/services agreements
• Lead the International staff exit check list
• Ensure that the international relocation process is done in accordance with Federation policies
• Supervise the proper implementation of the Region’s filing system
• Ensure that Country Offices or Country Cluster Offices are adequately trained to manage their own administration filing system
• Perform annual reviews of the archives
• Lead, organize and supervise the Administration Unit team
• Organize unit staff meetings
• Review and update the team's job descriptions
• Conduct periodic performance development sessions with the unit staff
• Act as resource person on the Unit's policies and procedures
• Advise, support, guide and train administrative support staff
• Provide strategic administrative advice to the Regional Office, Cluster Delegations and Country Offices
• Act as the coordination focal point and knowledge-sharing liaison with the Administration unit in Geneva
• Ensure that all PNS have signed all the required documents
• Support the process of approval, signatures and storage of Country Activation form in e-Contract
• Maintain all signed documents and provide to the PNS delegate a copy of the signed country activation form
• Be the focal point to support PNS during the mission
• Draft, edit and dispatch diplomatic correspondence
• Liaise with the City of Knowledge Foundation for the overall relation between CdS and IFRC

Required Experience

• 5 years experience in a similar business and administrative role
• Management experience of a team with a minimum of 3 staff members
• Experience working in a change management situation, preferably as an active participant in that change
• Experience with Red Cross / Red Crescent movement, other international organization, large NGO’s, and/or governmental development agencies

Qualifications

• Bachelor’s degree on Business Administration, Social Sciences, or related fieldS
• Relevant post-graduate degree or MBA
• Relevant professional training courses (Red Cross/Red Crescent, humanitarian and development sector, management)

Other Details