Administration Officer (Morocco EQ Response) – National Position At International Federation of Red Cross And Red Crescent Societies

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 the 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.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The 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 the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The 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.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The 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.

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.

A 6.8 magnitude earthquake hit Morocco on September 8, killing and injuring thousands of people and causing widespread destruction. The Moroccan Red Crescent Society (MRCS) responded immediately, providing first aid and psychosocial support, helping transport the injured to hospitals, evacuating people from damaged buildings and providing dignified burial management. Through this appeal, the IFRC is supporting MRCS to meet the immediate and early recovery needs of 500,000 affected people. Priorities include providing food and safe water, essential household items, shelter support, health and mental health services, and cash assistance.

This position is based in Marrakech, Morocco and requires in-country travel (when deemed necessary, to places where the safety situation permits). IFRC works in an integrated manner with the Moroccan Red Crescent (MRC) and its partners. MRC has the role as the Movement convener for operational field response and coordination among Movement partners.

Job Purpose

The Administration Officer is responsible for taking care of the welcoming services, supporting in the logistics bookings of guests and staff, handling the visas file, and assisting the administrative department in the smooth running of the MENA regional office & other administrative related matters. The admin officer also oversees the work of the admin assistant, assigning duties, monitoring progress, and providing support, and reporting on admin activities to the Finance & Admin Coordinator.

Job Duties and Responsibilities

General Administrative Management:
• Develop and maintain clear and efficient Country Office administrative procedures.
• Provide overall supervision to the Country Office Support staff.
• Ensure the timely provision of administrative services to IFRC delegates (both in the office and at the residencies) and to national staff when requested.
• Ensure the timely provision of administrative services to PNS as required under Integration or Service Agreements, if applicable.
• Coordinate and manage effective information management systems, including filing (electronic and hard copy), library resources, guidelines / policies, databases, and correspondence.
• Ensure effective management of all contracts, agreements, MOUs, and other legal documents.

Onboarding and logistics bookings
• Support visa applications by providing invitation letters signed by MRC and mission order letters coordinated with the Regional office.
• Ensure an index is drafted, and periodically updated including embassies contact details in Morocco, information needed for visas applications.
• Assess hotels and temporary stays, creating and maintaining an updated list of IFRC approved hotels, to be shared with relevant welcome services in IFRC or NS as necessary.
• Liaise with Regional office or travel agents and airlines to ensure the most appropriate and cost-efficient services and flights, as well as corporate deals identified and agreements signed with relevant airlines.
• Establish long term agreements with IFRC approved hotels and gain a preferential booking rate for IFRC in each city of operation.
• In the absence of the Admin Assistant, book hotel accommodation through contracted hotels for IFRC staff. Liaise with the hotels to ensure high quality services.
• In the absence of the Admin Assistant, arrange flights and other means of travel for IFRC staff/delegates coming to Morocco where needed.
• Handle international delegates end of mission and mission start personal belongings as well as other IFRC requested shipments, liaised with logistics team.
• Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed, based on the standardised filing system.
• Authorize ordering of stationery stock and inventory and re-ordering when necessary.
• Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed.
• Liaise with Field coordinators and national society counterparts for accurate recording of Daily Workers and Volunteer attendance, to be digitized and shared with HR officer and Finance and Admin officer.

Premises and Office Management:
• Relationship holder with Landlords engaged for IFRC. Hold the leases for all delegate lodgings and IFRC rented office spaces, including negotiating lease agreements with landlords, monitoring and extending as needed.
• Create requisitions in collaboration with the procurement officer and the finance team for premises and office-related purchases and rentals.
• Assign delegates to housing and maintain an updated roster of housing assignments, assigning and
• Ensure that housing is well appointed with the standard required furniture and amenities, and kept in good condition upon handover to tenant and to landlord.
• By supervising the admin assistant, ensure that appointed housing meets and maintains the security standard set by IFRC
• Review maintenance requests or complaints, liaising with landlord and service providers as required.

National Society Development
• Advise, support, and train the National Societies staff on administrative matters.
• Coordinate the development and implementation of costing policies.
• Develop administrative processes, tracking and systems to be implemented by the national society

Effective managing and development of staff
• Build and maintain a structure that delivers quality services to all the related stakeholders.
• Improve the knowledge and skills of the unit staff periodically (e.g. coaching)
• Develop a culture of problem-solving mindset, accountability, and integrity among the team members.
• Supervise, train and coach the admin team members
• Pursue the professional growth of the staff (e.g., delegate positions)

Others
• Be part of the after working hours administrative support phone rotation in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks)
• Any other duties that may be assigned by the Administration Manager.

Education

• University Degree in Business Administration or relevant major – Required

Experience

• Min of 5 years of relevant qualification or professional experience in administration –Required
• Experience in lease negotiations, travel arrangements, including hotels, tickets and other transportation means –Required

Knowledge, Skills and Languages

• Good computer Skills (windows, spreadsheets, word-processing, Microsoft office) –Required
• Good verbal and written communications skills –Required
• Team building and team management –Preferred
• Multitasking ability –Required
• Stress management skills –Required
• Maintain good and high-level public relations with all service providers and landlords. –Required
• Maintain high level of confidentiality at all levels of work. –Required

Languages

• Fluent in English and Arabic –Required
• French language –Preferred

Competencies, Values and Comments

• Values: Respect for Diversity, Integrity, Professionalism, Accountability.
• Core competencies: Communications, Collaboration & Teamwork, Judgement & Decision, National Society & Customer Relations, Creativity & Innovation, Building Trust.

IFRC ensures equal employment opportunities.