Assistant, Programme at The International Federation of Red Cross and Red Crescent Societies (IFRC)

Job Number: S00915
Duration: 6 months
Contract Type: Employee

Job Purpose
Reporting to the Senior Operations Officer, the Program Assistant will:

• Provide administrative support in the timely and smooth implementation of the tasks and responsibilities linked to the project plans and priorities.
• Provide comprehensive administrative and technical support to the Operations team and to all the programmes.
• Assist to support the operational team in the translation and dissemination of their needs within the communities.
• Assist in the follow up of the management of programme implementation in the operational area
• Assist in close collaboration with the National Societies to ensure close and appropriate linkages between the program team and the branches
• Provide the data management services for the operation.

Job Duties and Responsibilities
The Programs Assistant is responsible for:

Administrative Support:

• Accountable for providing professional administrative expertise and support.
• Support the program team in the organization of meetings internally or externally: Planning and events, issuing and preparing invitations and requests for meetings.
• Collect, compiles, tracks and anticipates the necessary documentation and files containing briefings and information for meetings, events and mission travel and ensures the required clearances.
• Attend meetings and prepares meeting notes, meeting reports (syntheses, summaries, agreements and action points for follow-up), upon request identify meeting content.
• Keep the various operational file holders informed of requests and upcoming commitments and deadlines.

Program:

• Conduct research on various emergencies, food and livelihood needs and related issues.
• Support to the program activities across the project cycle.
• Supports the team in the daily program activities and provide assistance to compile any financial report.

Communication:

• Provide support in drafting, editing and preparing presentations, correspondence and other communications when required.
• Support knowledge management systems and file.
• Maintain a central filing system for the operational team coordinate with archives and records ensuring all key documents are accessible and appropriately archived for all related programmes.
• In close collaboration with the Program team, develop and maintain up-to-date mailing lists, contact lists for internal and external stakeholders for different programs.

Reporting:

• Support the implementation of the project in providing timely, accurate information and ensure that Monitoring and Evaluation are in line with project requirements
• Work closely with the PMER Officer in ensuring effective planning, monitoring and evaluation of the project.
• Ensure timely submission of reports by the National Society for the different active projects
• Perform any other task assigned by Line or Technical Manager.

Requirements
Education:

• Relevant University Degree in Disaster Management, Health Management, Public Health or other related fields
• Master's Degree in related Discipline.

Experience:

• 1-2 years experience in Disaster Management/Health, Agric/Food Security Related projects is required
• Experience working with international non- governmental organization is preferred
• Experience in writing report, case studies and M&E is preferred
• Experience of working with National Societies is preferred
• Basic secretarial skills knowledge is preferred.

Knowledge, Skills and Language:

• Self-supporting in computers
• Very good interpersonal, communication and presentation skills
• Motivated, self-started personality, sense of responsibility and organization skills
• Ability to multi-task, work under pressure, and prioritize workload in order to meet tight deadlines.
• Ability to identify and handle sensitive and confidential information with discretion
• Good negotiation skills, good judgment and maturity
• Good knowledge of the operational context and area
• Flexibility and ability to travel in the operation’s areas
• Fluent in written and spoken English is required
• Fluent in written and spoken French is preferred.

Competencies and Values:

• National Society relations
• Communication - Teamwork
• Professionalism - Integrity - Diversity
• Judgement-Decision-making
• Results focus and accountability.