The Administration Coordinator leads and provides guidance and advice to the Regional Office for Europe (ROE), country and cluster delegations, country offices and operational administration managers across the Region. The incumbent provides technical support and advice to the Regional Head of Finance and Administration in planning, management, and monitoring of available resources to deliver on the activities for administration in the Region.
The Administration Coordinator is a trusted advisor to the Regional Head of Finance and Administration on strategic and procedural administration matters and leads in the preparation of regionally applicable policies with an aim of enhancing the efficiency and effectiveness of the IFRC, enabling decision-making, managing risk and maintaining a robust internal control environment, while enabling humanitarian action.
In addition, the role provides direction to the cost-effective provision of administration services to the ROE to be accountable for the ongoing direction and productivity of the Department and provides support to continuously improve administrative procedures and processes within the Region.
Job Duties and Responsibilities:
Administrative management and controllership:
Supervise the administrative procurement process as per IFRC procedures and ensure that fair and transparent processes are always upheld.
Support the Administration Manager in ensuring cost effective administrative services that enhance productivity and efficiency.
Ensure adequate communication within the team and amongst other regional customers.
Ensure effective and timely follow up on requests from the management.
Coordinate and lead administrative on-going activities and schedule regular departmental meetings and following up on action points.
Collaborate with the Legal Advisor on administration legal issues and contracts.
Ensure adequate stewardship and cost efficiency in the management of the shared office and services costs’ budgets.
Control and Procedure:
Review all current administration processes and terms of reference to ensure they are fit for purpose and where necessary lead the update/development and approval process.
Review and approve all administrative documents to ensure they are of the requisite quality and all procedures are adhered to.
Monitor key performance indicators on an ongoing basis and provide advice on areas of improvement where gaps are identified.
Provide technical advice and ensure all administrative processes in the delegations are functioning well.
Provide administration validation on agreements, contracts, and other legally binding documents.
Reporting and Customer Support:
Oversee and monitor the information flow from the administration office to the staff ensuring that messages are concise and necessary.
Work closely with the Head of Finance and Administration to provide regular updates (weekly and monthly) and reports to management on ongoing Administration initiatives and progress.
Carry out field missions to country offices as required to ensure support provided to regional delegations and field offices
Support the implementation of internal and external audit recommendations.
Provide briefing/de-briefing for in coming and exiting staff and ensure assets are returned to the stocks in good working condition.
Training and Team Management:
Provide/coordinate training on administration management matters for various stakeholders as requested/required.
Recruit, train and supervise administration staff to ensure tasks and functions are completed in timely and efficient manner, within acceptable levels of quality and costs.
Take a lead role in setting up and supporting the administration function in a new operation and provide stop-gap finance services to large-scale emergencies.
Provide ongoing support and feedback to the administration team and endure the appraisal and feedback on staff performance.
Develop and coach the Administration team, ensuring appropriate personal development and succession planning
On an ongoing basis map out all administrative roles and functions and ensure they are aligned to the office and regional needs.
Education:
University degree in relevant field.
Basic Delegate Training Course or IMPACT. FACT, ERU or RDRT Training.
Experience:
Min. 5 years of work experience in a regional financial role.
Team management experience of a team with a minimum of 4 direct/or indirect reports.
Min. 5 years of professional experience managing multicultural and multinational teams.
Demonstrated ability to adapt best practise from other international organisations and private sector.
Experience of handling all aspects of Administration from both a strategic to a practical perspective.
Federation knowledge and experience will be an added advantage.
Field experience would be an asset.
Knowledge, Skills and Languages
Proven ability to take timely and informed decisions
Financial and budgetary skills
Proven ability to motivate and manage a team (service-oriented approach)
Excellent communication skills
Networking and representation skills
Strong negotiation, collaboration and influencing skills
Professional credibility, able to work effectively at all levels across the organisation
Proven good judgment and can work with complete integrity and confidentiality
Self-reliance and ability to work in challenging environment
Strong analytical skills
Fluent spoken and written English.
Good command of another IFRC official language or Russian is preferred.
