Job Description for Executive Officer to Head of Country Cluster Support Team (CCST) Beijing

Organizational Context:

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, reaching 150 million people each year through its 187 member National Societies. The Organisation acts before, during and after disasters and health emergences in order to meet the needs and improve the lives of vulnerable people. Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality) and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.

Job Purpose:

The Executive Assistant (EA) is a position of trust and confidence, will render day-to-day administrative and programmatic support that may be necessary for the effective and efficient running of office of the Head of CCST. Post holder will handle a wide range of contacts with stakeholders including Secretariat, National Societies, ICRC, government departments, embassies, partners, and the International donor community.

Specific Duties, Responsibilities and Accountabilities:

Executive Assistance

Provide various duties including management of Head of CCST’s schedules; dairy; budget; receive and screen requests for meetings.

Identify and handle confidential or sensitive material and information professionally while protecting the interests of the Federation, and the CCST Beijing Office.

Receive and screen communications to the Head of CCST including phone calls and emails messages and provide assistance using independent judgement to determine requiring priority attention: prioritize, channel and facilitate communication between department coordinators

Ensure presentation of daily mails and documents for information and approval before midday for distribution the same day.

Ensure timely and accurate transmission and exchange of information, and follow up to ensure feedback is provided, necessary actions taken and deadlines met.

Review all outgoing correspondence prepared for the HoCCST; edit as appropriate to ensure correct spelling, grammar, and formatting style. In addition, draft standard administrative correspondence, complete forms for administrative actions and keep records of actions taken.

Manage head’s email in his/her absence and as per instruction – ensuring messages are handled properly, referred or acted upon

Produced/compile weekly/mid-term/annual reports of HoCCST in coordination with all concerned and provide sound analysis of the information.

Prepare and maintain selected budgets under the office of the HoCCST.

Take minutes of the meeting, circulate minutes as necessary and follow up decisions from HoCCST with the respective teams/staff.

Assist in translating Chinese to English either in verbal or written form as required.

Reconcile and allocate working advances for the HoCCST and follow up with finance to ensure working advance has been cleared.

External Relations

Support the HoCCST role of external relations, coordination and cooperation with all components of the movement, with national authorities, international organizations, donor governments, embassies and other organizations.

Liaise with internal and external contacts/stakeholders to promote a good and positive image of the Federation through information exchange and professional feedback.

Arrange appointments as required, follow up and support for the management of relations with the Ministry of Foreign Affairs, diplomatic corps, UN agencies and other Non-Governmental Organizations.

Assist in relationship management, representation and advocacy.

Develop and maintain a database for all external relations of HoCCST.

Arrange and participate upon request in representative duties.

Visitors/meetings/events/travel

Coordinate the conduct of regular and special senior management team and staff meetings, check with Head of CCST for the meeting agenda, take minutes and post in office’s public drive (to include weekly, monthly, quarterly management team meetings, movement meetings and staff meetings and other senior management meetings).

Oversee travel requirements for HoCCST including: invitation letter, travel order, visa processing, transportation, per diem, cash advance, accommodation arrangements, prepared presentation, materials/documents to bring, etc., in liaison with the Admin team.

Arrange and coordinate bi-monthly teleconference meeting of HoCCST with NS SGs, take minutes and follow up actions from concerned management team and report delays in action to the HoCCST.

Draw up programme for visitors of the HoCCST.

Administrative and Ad Hoc matters:

In coordination with administration, keep the up-to-date contact lists of the Federation structures, National Societies and other important partners.

Organize and maintain efficient information storage and retrieval systems that guarantees the correctness and integrity of records as well as ease of cross-referencing with well-defined levels of access.

Create and maintain the yearly eventrix.

Any other tasks within the competence of the staff as may be assigned by the HoCCST.

Maybe assigned by the HoCCST to assist in managing the fulfillment process for events including, but not limited to meetings, seminars, workshops, conferences and so on, and developing informational print materials.

Education Requirements:

University degree or Diploma in International Relations, Management or other related degree.

Experience:

Experience of working with an international organisation, international corporation or an international non-governmental organization

Experience with Red Cross and Red Crescent Movement

At least 5 years or more in Executive Assistance Role, secretarial services, programme management, public relations and general administration.

Experience in protocol, customer relations and marketing.

Knowledge and Skills:

Ability to establish effective working relation in multi-cultural and cross-functional environment.

Very good knowledge of computers (word processing, spreadsheets, eCalendar, emails and skype)

Excellent in communications and presentation skills (use of Powerpoint)

Experience in modern office management principles and procedures

Experience in filing and archiving in large organizations

Experience in planning and budgeting

Capability to research, consolidate, analyse and handle multiple tasks.

Language:

Exceptional / advanced skill in spoken and written English and Chinese

Good command of another IFRC official language (French, Spanish or Arabic)

 

Interested candidates shall send their detailed CVs to the following email account:eastasia.delegation@ifrc.orgno later than 17:00 PM 5April, 2017.

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