Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 191-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) and by Strategy 2020, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.
Under the umbrella of the Federation’s Country Cluster Support Team, the American Red Cross (AmCross) seeks to prevent and alleviate human suffering around the world by responding to disasters, building safer, more resilient communities, and educating future humanitarians. With programs and partners in 70 countries, the American Red Cross is working to strengthen the global Red Cross Red Crescent network to deliver critical assistance to some of the most vulnerable communities in the world, reaching 100 million people annually.
Job Purpose
Administration Officer/ GBusiness Operations Lead, American Red Cross – Asia Pacific Division will provide administrative, operations, safety and security support to the AP Global Division and Field Offices. The position will interact with all levels of staff and management within the American Red Cross Global Division, Field Offices as well as external partners and stakeholders. Business Operations Lead contributes to the daily coordination and management of the operations, logistical support, safety and security, systems liaison, communications, and human resources needs for the Division and Field Offices. This position plays a crucial role in ensuring the delivery of the Red Cross Mission within the Asia Pacific Region.
Job Duties and Responsibilities
Operations, administration, facilities, Information Technology, logistics/fleet:
- Leads coordination of administrative and operational processes and tasks that support ISD & SAF teams to carry out their mission-driven work. This ranges from office management to onboarding of new employees to ensuring consistent messaging through department-wide communications.
- Provides administrative support to and liaises with HQ Business Operations and IFRC on various applications and systems
- Provides direction and support Field Office Business Operations Leads for administrative tasks necessary for the business.
- Coordinates asset management of Global Division and Field Offices Information Technology equipment (mobile devices, laptops)
- Assists in preparation of meetings, workshops, trainings such as coordination of travel arrangements, visa support letters, hotel bookings, facilities setup, catering, etc. and provides day-of support to include coordination of room set-up, management of admin/logistical needs.
- Ensures American Red Cross and IFRC procedures and standards are followed and contribute to the continuous improvement, efficiency, and effectiveness of operations support.
- Works closely with the HQ for any corporate system access and support.
- Manages American Red Cross facilities, leases, contracts
- Ensures IFRC or NS or AmRC Fleet Standards & Policies are being followed
- Manages the administrative and compliance functions of American Red Cross office such as purchases, asset inventory, timesheets, leave requests, leave trackers, staffing, filing etc.
- Coordinates the administrative compliance of Business Operations Leads throughout the region in consultation with the NHQ Business Operations building their capacity and ensuring proper procedures and tools are in place and followed: Business Operations procedures, travel authorities, etc.
- Assists the Global Division Director in a variety of tasks including tracking of calendars, priorities and plans including direct reports across the Global Division and Country Field Offices, preparations of meetings, stakeholder visits and other related tasks
- Manages the training calendar for the region ensuring staff and volunteers are up to date in meeting the organizational requirements for various assignments
- Supports administrative and logistical processes of new personnel.
- Supports overseeing and developing, updating administrative procedures in line with NHQ procedures related to the office management, housing, vehicle, and related
- Tracks and meets the deadlines and actions taken tasks as assigned by Asia Pacific Division Director and Deputy Division Director by managing and updating the activity trackers after key meetings such as weekly staff meeting, workshops, etc.
- Supports Travel Authorities for delegates and Travel Orders for ARC local staff
- Supports other logistical arrangements for visitors and staff
- Ensures procedures are in place in line with the NHQ Minimum Requirements, to properly manage the office inventory and assets, delivery and return of equipment, handover/disposals
- Ensures equipment/assets is functioning and accessible as needed.
- Coordinates and support any IT related requests and management of the software/platforms on behalf of the American Red Cross.
Job Duties and Responsibilities (continued)
Human Resources:
- Ensures filing the documentation handled in the AmRC Office, maintaining confidentiality
- Maintains updated personnel contracts, International Mission documents, insurance policies. To comply with, guide and follow up the administrative issues related to the Global Division.
- Overlook the Human Resources sections as per the Integration Agreement requirements.
- Maintains close communication with IFRC and NS HR department to ensure proper adherence to the Movement's guidelines and policies that staff must comply with and/or are entitled to.
- Supports the recruitment processes as per American Red Cross staffing needs and plans.
- Tracks and reports on any recruitments and staff onboarding/offboarding processes
- Ensures American Red Cross NHQ policies and procedures are applied and adhered to by the delegation staff.
Safety and Security:
- Serves as Office’s Security focal point for Asia Pacific Division.
- Supports the Global Division Director and HQ focal point in dissemination of core requirements, guidelines, and tools throughout the region.
- Monitors and reports all the security incidents to Global Division Director and NHQ Security Unit
- Ensures the Security briefing documents are shared before any travel and inform IFRC Security unit any deployment or issue related to security.
- Briefs or organizes briefings with the IFRC Security Unit in Asia Pacific for all visitors on the security situation in Panama.
- Supports IFRC as needed in security management
- Communicates promptly as needed with staff on field related security issues
- Remains abreast of the security situation in all Asia Pacific priority countries and reports any incidents to ISD Security Unit at NHQ
- Assess and monitor risks in Thailand for the staff and assets on a regular basis and support incident management, when/if delegated by the Regional Director.
Lateral Relationships:
- Monitor and collaborate with country Business Operations colleagues in the Division. Lead and organize monthly Divisional BusOps meetings.
- Provide support to Division countries as needed, including monitoring or supporting field visits.
- Establishes and ensures effective working relationships with NHQ, Field Offices and other Global Divisions staff.
- Ensures effective working relationships with other technical and service units.
- Ensures effective working relationships with the IFRC and National Societies, where applicable
Other Non-Operational Specific Support
- Engage in all other operational and general activities, as directed by your immediate supervisor, including providing general administration and assistant support on a day-to-day basis as needed.
Confidentiality
- Maintain strict moral confidentiality and do not disclose neither spread any confidential or sensitive information.
- Organize archives of all reports and documents and treat them as confidential material
Education
Required
- Bachelor in Relevant Field
Preferred
- Master’s degree in Relevant Field
Experience
Required
- Experience conducting Administration and Finance duties
- Experience managing communication tools and communication procedures
- Experience in completing multiple tasks and tracking activity progress
- Experience of working for a humanitarian aid organization
- Experience working in emergencies situations
Preferred
- Experience working with IFRC and/or other Red Cross Movement entity
- Experience developing proposal
Knowledge, Skills and Languages
Required
- Fluent in computer literacy (Windows, Excel and Word processing, Internet)
- Skills in computer use (Windows, word-processing, spreadsheets, Microsoft outlook, email, Internet, office equipment)
- Driver's license. Experience driving synchronized and automatic vehicles.
- Fluent in written and spoken English (IETLS level 6.5 or above)
Remarks
Salary range: Grade 6 THB 55110 - 67356
Requirement for national position: Thai citizen, or foreigner who already has working visa in Thailand
Please apply through: https://www.ifrc.org/jobs/details.html?&nPostingId=9144&nPostingTargetId=111626&id=PZ8FK026203F3VBQB79LO79OB&LG=UK&mask=newtempconfig
