The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization with 189 member National Societies. It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.
The Secretariat of the International Federation of Red Cross and Red Crescent Societies (IFRC) is organised in business groups: five Zonal offices, one of which is the Americas. Americas Zone supports Americas National Societies to increase humanitarian and development standards, helping them to remain relevant within their country and sustainable and accountable for their actions, guided by the implementation of strategy 2020.
Following the January 2010 earthquake in Haiti, the field office scaled up to respond to the disaster with what then became the largest single-country operation in the history of the IFRC.

The Senior Assistant to the Country Representative is in charge of all general clerical duties in the Head of Delegation’s office including agenda management, communications, events planning, minutes taking, filing, procurement of office supplies, etc. The incumbent is expected to be proactive and position him/herself as a partner to Country Representative for the management of all administrative tasks in the office.

1. Receive, record and classify all internal and external communications addressed to the Country Representative office.
2. Draft communications to internal clients, Haitian Red Cross or occasionally external partners as instructed by the Country Representative.
3. Manage and update the calendar of the Country Representative and follow up on meeting requests and cancellations in a prompt and proactive manner. Liaise with PNSs for requests for information, meetings and invitations.
4. Conduct an initial review of all financial document submitted to the Country Representative office for validation. Prepare and follow up on the Country Representative’s financial requests.
5. Document and file (electronic and physical) all activities carried by the Country Representative’s office, including team meetings, high-profile visits, workshops and trainings.
6. Maintain the filing of legal contracts and other files of the Country Representative, in line with the IFRC’s filing standards and procedures.
7. Ensure administrative and logistic support for the realization of activities by the Country Representative office, including booking venue, arranging transportation lunch and coffee breaks, preparing materials and proactively overlooking the smooth running of the event.
8. Liaise with the Welcome Service unit to receive visitors of the Country Representative unit, ensuring airport pick up and drop off and accommodation. Assist the Country Representative in the preparation of her trips by liaising with HR for leave approval and Welcome Service for purchase of ticket and accommodation.
9. Follow up with legal and Finance on service contracts between the IFRC (Country Representative office) and external service providers to ensure timely delivery of goods and services, as well as prompt payment.
10. Attend to the procurement needs for the office in collaboration with the IFRC Logistics unit (procurement of office supplies and other materials as instructed by the Country Representative)
11. Be the focal point for audit preparation and follow up. Gather and compile requested documents from different departments. Assist in scheduling audit exercises.
12. Translate documents between English and French and ensure occasional interpretation.
13. Provide logistical and admin assistance for National Society development activities such as trainings, coaching and mentoring sessions for HRC staff and volunteers at Headquarter level.

Bachelor degree, certificate or equivalent level in administration or related field
Experience
3+ years of experience as an administrative assistant
Experience in basic standard finance procedures in the humanitarian sector
Experience in organizing or supporting the organization of trainings and/or events
Experience in reporting (narrative and KPIs)
Experience in interpretation and translation services
Previous experience in the Red Cross Movement
Knowledge and Skills
Proactivity and ability to work with little to no supervision
Ability to multitask
Ability to work under pressure, including occasional extra hours
Excellent written and verbal communications skills
Self-supporting in computers (Windows, spread sheets, Microsoft package Outlook)
Languages
Fluent spoken and written English, French and Creole

CV and Cover Letter. Please do not send certificates, they will be requested if needed.