Executive Assistant at IFRC. 460 views

Date of issue:29-07-2020
Closing date (Geneva time zone):12-08-2020
Duty station:Ankara
Country:TURKEY
Duty station status: N/A
Accompanied status: N/A
Duration:7 months
Category of Staff: National Staff
Grade: Not applicable
Vacancy No:IFRC04298

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 192 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

The Syria conflict continues to be the largest and most complex humanitarian crisis in the world resulting in internal and external displacement, loss of thousands of lives and severe damage to infrastructure, roads, buildings and livelihoods. Currently, over five million Syrian people are displaced in neighbouring countries, including Egypt, Iraq, Jordan, Lebanon, Turkey and in North Africa. Turkey alone hosts about 3.9 million registered refugees – including people from Syria, Somalia, Iraq, Iran, and Afghanistan – making it the host country with the largest refugee population in the world. The Turkish Red Crescent Society (TRCS) has played a leading role in helping refugees in Turkey. The TRCS has reacted immediately to the influx of Syrians and other refugees by deploying staff and volunteers and organising dedicated structures to receive and protect the people in need and provide a first-line response. The IFRC continues to support the TRCS in its response to the growing humanitarian needs in Turkey resulting from the Syrian and other concurrent crises. The IFRC initially launched an Emergency Appeal in 2012, which transformed into an International Appeal to support the Turkish Red Crescent Society (TRCS) to deliver assistance and support to people displaced by conflicts in the region, primarily Syria. The operation focuses on developing community services and outreach programmes for the displaced population living in urban areas and also aims to assist members of host communities as a way of building resilience and strengthening coping mechanisms. Additionally, with funding from the European Union the IFRC and TRCS are partnering to implement the Emergency Social Safety Net (ESSN) – the largest humanitarian cash programme in the world, which assists over 1.7 million refugees living in Turkey to meet their basic needs via monthly cash assistance

Job Purpose

The Executive Assistant will provide day-to-day administrative and programmatic support that may be necessary for the effective and efficient running of the IFRC Turkey office and for the representation role by the Head of Office. The position entails building and exhibiting trust and confidence, and the post holder will handle a wide range of contacts with stakeholders including with IFRC, TRCS, other Red Cross Red Crescent (RCRC) National Societies, Government departments, embassies, partners, and the international donor community. The position will also provide administrative support for programmatic activities and events as well as interpretation and translation (Turkish-English) as required.

 

Job Duties and Responsibilities

Executive assistance to the Head of Office

  • Fulfil various duties including management of Head of Office schedules; receiving and screening requests for meetings.
  • Identify and handle confidential or sensitive material and information professionally while protecting the interests of the IFRC Office.
  • Receive and screen visitors and communications including phone calls and email messages and provide assistance using independent judgement to determine requiring priority attention.
  • Ensure timely and accurate transmission and exchange of information, and follow up to ensure feedback is provided, necessary actions taken and deadlines met.
  • Take minutes of the meetings, circulate minutes as necessary and follow up decisions with the respective teams/staff.
  • Assist in translating Turkish to English either in verbal or written form as required
  • Filing and archiving of important documents and correspondence of the IFRC office

Support on external relations and coordination

  • Support the role of external relations, coordination and cooperation with all components of the RCRC Movement, with national authorities, international organisations, donor governments, embassies and other organisations.
  • Liaise with internal and external contacts/stakeholders to promote a good and positive image of the Federation through information exchange and professional feedback.
  • Lead and coordinate the organisation of appointments as required, follow up and support for the management of relations with relevant Government entities including the Ministry of Foreign Affairs, and with diplomatic corps, UN agencies and other Non-Governmental Organisations.
  • Develop and maintain a database for all external relations of the office

 

Logistics and administrative support

  • Oversee travel requirements for Head of Office and key staff members including: invitation letter, travel order, visa processing, transportation, per diem, cash advance, accommodation arrangements, materials/documents, etc.
  • Lead and support the organisation of events, seminars, workshops and trainings as required by the IFRC Country Office.
  • Revision and proof-reading of key documents, presentations and correspondence as required by the Head of Office and his team.
  • Draw up programme for visitors of the IFRC Country Office.

 

Education

University Degree in Business Administration or any other relevant field

Experience

  • Working experience in a humanitarian organisation
  • At least 3 to 5 years of work experience as an executive and/or administrative support
  • Experience in interpretation and translation
  • In-country contextual understanding and operational experience

Knowledge, skills and languages

  • Good communication skills
  • Attention to detail
  • Ability to work in a multi-cultural environment
  • Good stress management skills
  • Self-supporting in MS Word, Excel, PowerPoint and Outlook
  • Excellent spoken and written Turkish
  • Excellent spoken and written English

 

Competencies and values

  • Communication  – Teamwork
  • Professionalism – Integrity – Diversity
  • Judgement-Decision-making
  • Results focus and accountability

Comments

 

The Federation is an equal opportunity employer.

APPLICATION PROCESS:

  • To apply please follow this link https://vacanciesinturkey.com/nonprofitjobs
  • To help us track our recruitment effort, please specify (on the application form & in your cover letter where (vacanciesinturkey.com) you saw this job posting.
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The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, providing assistance without discrimination as to nationality, race, religious beliefs, class or political opinions.

Founded in 1919, the IFRC comprises 190 member Red Cross and Red Crescent National Societies, a secretariat in Geneva and more than 60 delegations strategically located to support activities around the world. There are more societies in formation. The Red Crescent is used in place of the Red Cross in many Islamic countries.

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