Intern, Administration 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 192-member National Societies. It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.

The Secretariat of the International Federation of Red Cross and Red Crescent Societies (IFRC) is organised in business groups: five regional offices, one of which is the Americas. Americas Regional Office supports Americas National Societies to increase humanitarian and development standards, helping them to remain relevant within their country and sustainable and accountable for their actions. The Receptionist/Administrative services Assistant is a key component of the Regional Finance and Administration department which is responsible for the service delivery to the Americas Regional Office, PNS, ICRC, NS and manages the provision of Supplementary Services in the Americas Region.

Job Purpose

Asist and support to Finance & Administration Department as Reception and Administrative services assistant responsible for the delivery of friendly and efficient customer service to all Federation’s external and internal clients. As part of the Administration Unit, he/she is also responsible for contributing to the achievement of the Unit’s goals by carrying out the assigned administrative tasks in an efficient and effective manner.

The Intern will work closely with the Administration Officer on the following tasks and objectives:

• Support the Administration to update the Welcome package in coordination with Security Unit creating a virtual access.
• Focal point of Reception Desk
• Identify and apply the IFRC procedures during the administration role in regular operation and emergency context (procurement process, framework agreement and service contract, travel procedure, fleet, inventory, housing policy)
• Support as per request all related to Events organizing (workshop, meeting or High-level visits)

Job Duties and Responsibilities

Reception Desk

• Manage the reception area, which with the main entry and exit point to the Americas Regional office, make the very first contact with all visitors, donors, delegates, suppliers, staff, and consultants entering the building and ensure to always communicate efficiently and diplomatically
• Welcome visitors by greeting them, registering their names in the monitor logbook, issuing the relevant access code/badge as applicable and/or informing the receiving department/colleagues on the arrival of the visitor.
• Receive and facilitate the delivery and rapid distribution of goods, express mail and parcels and inform the concerned people
• Maintain the reception area safe and clean by complying with procedures, rules and regulations

Telephone Switchboard

• Answer incoming telephone calls, determine the purpose and forward them to the appropriate personnel or department.
• Provide callers with general information about the organization as requested
• Contact Telecom Service and coordinate repair demands and interventions in case of technical problems

Travel, transportation and accommodation service

• Responsible and focal point for all arrangement of travel , transportation and accommodation services ensuring the complying of the policy and procedures

Administrative Support

• Scan documents as required
• Prepare staff IDs and name cards for every newly joined employee
• Liaise with Maintenance to inform about set-up arrangements for meetings or trainings organized at the office
• Train staff on front desk procedures as per request
• Assist in the booking of meeting rooms, conference and conference calls
• Communicate relevant information regarding activities, changes or general information that is relevant to IFRC colleagues using the reception generic email
• Prepare request for payments for Administration providers/suppliers.
• Coordinate travel arrangements including air tickets, accommodation and transportation for visitors and staff
• Maintain, coordinate and distribute the messenger’s/driver’s agenda taking into consideration priorities as per request

Backup support

• Provide office support in order to ensure efficiency and effectiveness within the IFRC offices.
• Perform other related duties as required

The intern is required to start as soon as possible.

The internship will be for a period of 3 months. Any extension of this period will be agreed by the Intern and the ADMIN Manager. After this period the intern will fully debrief all aspects and result of their support as intern to the IFRC´ Americas Regional Office.

Each intern must know, accept and act according to the Federation’s Code of Conduct, as well as other current regulations that will be made known to him/her at the time of beginning of the internship.

Education

• University degree on Business Administration or bilingual secretariat, and/or related academic knowledge customer support service

Knowledge, Skills and Languages

• Good communication skills;
• Ability to work in a multi-cultural environment;
• Good stress management skills;
• Basic knowledge on main protection issues
• Communication skills with high-level personnel.

Languages

• Spanish, Spoken and Writing – Mandatory
• English, Spoken and Writing – Mandatory

Competencies, Values and Comments

Competencies and Values

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