Manager Office Executive Assistant

International Federation of Red Cross and Red Crescent Societies

Suva, Fiji

The Office Manager/ Executive Assistant develops, manages, and delivers services, maximizing the quality and minimizing costs, to provide safe, effective, and efficient solutions to staff, consultants and guests so that they can focus on their (primary) duties and responsibilities. S/he is responsible for the business continuity of the services and solutions, including, developing resilience services, recovery arrangements and contingency plans. S/he is also responsible for SOSC services provided to partners on a full-cost recovery basis.
 
The Office Manager/Executive Assistant is responsible for managing the administration team and assisting with day-to-day general administration duties and/or office co-ordination for the Head of Delegation as required, ensuring that all administrative and supportive tasks, including handling of confidential or sensitive information, are conducted in a professional manner.  The Office Manager/Executive Assistant will be required to oversee and provide support to the overall administrative function of the Pacific region office. Office Manager/Executive Assistant will report to the Head of Delegation with a dual reporting line into the Head of HR and Administrative Services and therefore accountable for the following with regards to IFRC’s operations in Asia Pacific region:
 
  • External Relations
  • Executive Assistance
  • Meeting and Workshops/ Visitors/ Travel/ Events
  • Risk Management Focal Point
  • Administrative
Job Duties and Responsibilities:
  • Manage visa and travel services; housing and accommodation services; staff transportation services; cleaning and maintenance services; translation and interpretation services; and procurement of office stationeries and supplies.
  • Manage efficient office working environment including working space; event management; office furniture and equipment and maintenance services.
  • Manage welcome services, hotel reservation, flight booking for the guests visiting IFRC Pacific.
  • Analyse trends and risks for developing, managing, and delivering services and solutions, and undertake reviews and evaluations for decision-making and recommendations.
  • Coordinate and manage outsourced contracted services and solutions including water, power, cleaning.
  • Take initiatives for processing lease agreements as well as project related agreements to CLM and keep track of the renewal.
  • Monitor SOSC budget and spending monthly and provide analytical feedback to the management for the actions to bring economy in admin overhead cost.
  • Manage physical counts of office inventories.
  • Manage insurance of office equipment and furniture in due time and advise about cost allocation to various projects.
  • Negotiate and manage lease agreement for office, delegate accommodation and warehouses and update at apple as required.
  • Manage the payment of leases, hotel accommodation and travel services in coordination with Finance unit.
  • Manage cash forecast of the admin overhead costs and submit to finance for consolidation.
  • Manage efficient office filing system as per IFRC standard and best practices.
  • Ensure compliance of administration policies and procedures, logistics procedures in admin functions.
  • Develop local policies based on the global policy where applicable.
  • Disseminate, communicate, and explain office management policies, admin processes and procedures.
  • Manage and supervise direct team members to deliver services and provide timely solution.
  • Coach, mentor, and support team members with emphasis in capacity building, professional development, and career management
  • Act as the escalation point from team members to address issues and keep services on track.
External Relations:
  • Support the management role of external relations, coordination, and cooperation with all components of the Movement, with national authorities, international organizations, donor governments, embassies, and other organizations.
  • Provide 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 in the region.
  • Arrange and participate upon request in representative duties.
Education:
  • University Degree or Diploma in International Relations, Management, Business Administration, or other related Degrees/studies.
Experience:
  • Experience of working with an international organisation, international corporation, or an international non-governmental organization
  • Experience with Red Cross and Red Crescent Movement is preferred
  • At least 2 – 5 years or more in Office Management Role, secretarial services, programme management, public relations, and general administration
  • Experience in protocol, customer relations and/or marketing is preferred
Knowledge, Skills and Languages:
  • 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 Power point)
  • Experience in modern office management principles and procedures
  • Experience in filing and archiving in large organizations
  • Experience in planning and budgeting is preferred
  • Capability to research, consolidate, analyse, and conceptualize information
  • Ability to prioritize, work to tight deadlines and handle multiple tasks
  • Fluently spoken and written English