Job Title： Executive and Operations Support Officer (EOSO)
Organizational Unit / Duty Station：IFRC EARD
Line Manager / Immediate Supervisor’s Title：Head of East Asia Delegation

 

Please send your Cover Letter and CVs (Chinese and English) with photos to HR.eastasia@ifrc.org before the July 31,2019.

Organizational context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest volunteer-based humanitarian network. Together with our 190 National Societies worldwide, we reach 97 million people annual through long-term service and development programmes as well as 85 million people through disaster response and recovery programmes.

The four countries supported by the country cluster support team in Beijing – China, Japan, Mongolia and Republic of Korea, cover 28 per cent of the Asian continent and comprising 1.5 billion people.  Disasters, poverty, unprecedented aging of the population, urbanization and migration contribute to increased vulnerability in this region.  The population are also exposed to increased health risks due to epidemics, communicable and non-communicable diseases. 

The office supports Red Cross Red Crescent Societies in East Asia in becoming stronger at home and abroad and in both disaster response operations and sustainable development initiatives. We act as a resource centre and conduit for exploration and adaptation of global initiatives to meet the sub-region’s needs and capacities.

 

Job purpose
The Executive and Operations Support Officer is a position of trust and confidence, will render high level executive and operations support to the East Asia Delegation in administrative and programmatic areas that may be necessary for the effective and efficient running under the direction of the Head of East Asia (HoEA). 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.

 

Job duties and responsibilities
Executive Support Role

•            Provide various duties including management and coordination of HoEA and office schedules; budget; and process correspondence.

•            Support the preparation of monthly snapshot and weekly environmental scanning information.

•            Identify and handle confidential or sensitive materials and information professionally while protecting the interests of the IFRC Secretariat and Federation.

•            Receive and screen communications to HoEA and provide assistance using independent judgement to determine requiring attention: prioritize, facilitate communication and action between unit coordinators.

•            Ensure presentation of daily, monthly, semi-annual and annual priorities with the HoEA and the team.

•            Ensure timely and accurate transmission and exchange of information, and follow up feedback and actions before deadlines.

•            Able to support review of documents before signing off by the HoEA.

•            Work closely with the Acting HoEA in the absece of the HoEA to ensure smooth operations.

•            Work with the Planning and Reporting team for the monthly/mid-term/annual reports, give suggestion how the report can be improve before approval of the HoEA.

•            Prepare and maintain selected budgets for office of HoEA.

•            Take minutes of the meeting, circulate minutes as necessary and follow up agreed action points from the whole team.

•            May assist in translating Chinese to English either in verbal or written form as required.

 

External Relations

•            Support external relations, coordination and cooperation with all components of the movement, with national authorities, international organizations, donor governments, embassies and other organizations as agreed with the HoEA and the team.

•            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 relationship with the Ministry of Foreign Affairs, diplomatic corps, UN agencies and other Non-Governmental Organizations.

•            Assist in relationship management, representation and advocacy work of the HoEA and the team.

•            Develop and maintain a database for all external contacts of the HoEA and team.

•            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.

•            Support the missions of the HoEA: 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 strategic teleconference / meeting of HoEA with NS SGs, and follow up action points with the tream.

•            Draw up programme for visitors in coordination with the team.

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

 

Administrative and Ad Hoc matters

•            In coordination with the administration team, 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 HoEA.

 

Communications and Advocacy Support

In close cooperation with the HoEA and Communications and Advocacy Manager:

•            Support the communication strategy of IFRC East Asia Office by posting relevant information on Chinese social media platforms as well as promote IFRC and regional campaigns.

•            Play a key role in developing publicity/awareness materials including newsletter, web stories, brochures, presentations, programme videos, advocacy reports, calendars etc.

•            Monitor and report on disaster/emergency related news and report to HoEA. Maintain and update various communication contact lists as well as audio-visual libraries. Support the Head of CCST in translation and interpretation as needed.

•            Act as the point of contact between National Societies and IFRC on global/regional campaigns and humanitarian diplomacy initiatives.

•            Provide knowledge-based guidance to designs and branding materials.

 

Project/Program coordination

•            Work with concerned team members or external partners on projects that maybe assigned.

•            Monitor Project progress to ensure that it is in accordance with the timetable set out in the Project Document and prepare regular updates and reports to HoEA on projects' progress, implementing issues, emerging risks/problems.

•            Maintain close cooperation with National Societies, team members and / or partners to ensure effective implementation of the agreed activities and delivery of outputs in a timely manner;

•            Support partnership building and resource mobilization for the different files within the team and the wider program requirements.

Duties applicable to all staff
1. Actively work towards the achievement of the Federation Secretariat’s goals
2. Abide by and work in accordance with the Red Cross and Red Crescent principles
3. Perform any other work related duties and responsibilities that may be assigned by the line manager

4. Be on stand-by in case of any emergencies

 

Position Requirements 

Education

University degree or Diploma in International Relations, Management or other related degrees/studies is required

 

Experience (All Required)

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

Experience with Red Cross and Red Crescent Movement is preferred

At least 5 years or more in project / programme management, assistant role, programme management, public relations and general administration is required

Experience in protocol, customer relations and marketing is preferred.

 

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 conceptualize information

Ability to prioritize, work to tight deadlines and handle multiple tasks.

Languages 
Exceptional / advanced skill in spoken and written English and Chinese is required
Good command of another IFRC official language (French, Spanish or Arabic) are preferred