Administration Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer- based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), IFRC is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC is served by a Secretariat based in Geneva, with regional, country cluster teams and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency, coordination, and accountability for performance; knowledge sharing; promoting collaboration within and respect for the Movement; and expanding engagement with partners.

As one of the five decentralized parts of the Secretariat, the Asia Pacific Regional Office (APRO) leads the support to National Societies of 38 countries through Country Offices – Afghanistan, Bangladesh, Democratic People’s Republic of Korea (DPRK), Myanmar, Nepal, Pakistan, Papua New Guinea and Philippines – and Country Cluster Support Teams spread across East Asia (Beijing), South Asia (New Delhi), Southeast Asia (Bangkok and Jakarta) and the Pacific (Suva).

The Country Delegation (CD) in Papua New Guinea is responsible for overseeing IFRC support to, and coordination with, the National Society of Papua New Guinea. The CD currently maintains country team in Papua New Guinea and working together with APRO technical teams and Pacific (Suva) thematic networks in the areas of disaster management and preparedness, disaster risk reduction, climate change, community resilience, health, Logistics, community engagement and accountability, migration, youth, protection, gender and inclusion, national society development, finance, resource mobilization and business development. In addition, the CD represents IFRC day-to-day engagements with the Government in Papua New Guinea.

Job Purpose

The Administration Officer is responsible to maintain and manage general office administration, travel arrangements including flight and accommodation bookings, operation and programme related procurement within the Papua New Guinea Country Delegation in line with Federation procedures and policies in a coordinated fashion to complement the delivery of programming, administrative and logistics support.   The Administrative Officer coordinates and works closely with the IFRC Asia Pacific Regional Admin and Procurement units as well as PNGRCS Logistics coordinator.

Job Duties and Responsibilities

Office Administration:

• Ensure enable working environment and well maintained of the IFRC PNG office premises. Also oversees the maintenance and repair of all facilities including air conditioning system, lighting, electricity, water, conference room equipment and generator.
• Facilitate office space planning and make adjustment as per the requirement.
• Work closely with the driver to prepare the monthly fleet management report (vehicle, generator) and submit to the global fleet team in Dubai.

Travel and Accommodation Arrangement:

• Facilitate all Travel Request in accordance with requirement.
• Facilitate PNG Visa application for all visitors (IFRC & PNSs) if required.
• Reservation of all types of travel tickets including flight tickets, accommodation for national and international staff as per the protocol/security measures imposed by the IFRC security team.
• Ensure necessary arrangement of service apartment for the long-term delegates as per IFRC PNG Housing Policy and procedure.
• Coordinate with the finance team and develop and maintain a tracking system for the hotel and flight booking and ensure all the payment have been done in accordance with this tracking sheet and make the reconciliation monthly basis with the statement which would be provided by the vendors/service providers.

Office Procurement and Inventory:

• Coordinate with the finance team to make the framework or service agreement related to the hotel accommodation, travel and ticketing service, stationaries, cleaning materials and other service contracts.
• Prepare Logistics requisitions form in order to purchase materials/services when required.
• Ensure all administrative related procurement as per IFRC procurement manual.
• Process Facilitation for Purchase Order generation endorsed by the Management.
• Support in preparing Good Received Note (GRN) for purposes and recording properly.
• Work closely with the finance team to prepare the payment request with compliance of the policy/procedures with relevant documents (Summary, GRN, Requisition, Travel Order, Email correspondence, Checklist etc.) for settlement of the payment.
• Manage office inventory system and organize fixed assets tagging for the office equipment and furniture. Ensure that the office inventory system is verified every six months and as per IFRC inventory policy.
• Sent the inventory report to IFRC regional office as per the request.
• Maintain enough stock of stationaries, cleaning materials, and IT consumable items as per need and issue to the requester by following the policy & procedure.

Event Management:

• Facilitate all types of reservations associating with Training, meeting, Orientation, Workshop, seminar including other affordable facilities as per the approved requisition and align with the approved budget.
• Facilitate all kinds of logistics support related to the event.

General Administration:

• Maintain the tracking system of all incoming and outgoing parcels and couriers.
• Organize and maintain the visitor’s register book in cooperation with the PNGRCS security guard.
• Support all filings at the office and ensure that it follows the IFRC standardized filing system including efiling
• Support HoD in maintaining the staff attendance sheet.
• Any other tasks assigned by the supervisors/line manager

Education

University degree or Equivalent educational background 

Experience

Possess 2–5 years of proven experience in office administration, including tasks such as document handling, scheduling, record keeping, and general administrative support

Knowledge, Skills and Languages

Required

Depth knowledge of office management and general office administration 
Knowledge on procurement policy and procedures
Knowledge on Inventory Management (Fixed asset and stationary stock)
Proven ability to set priorities, meet deadlines and multi-tasking with minimal supervision.
Ability to work independently or as a member of the team.
Ability to maintain confidentiality on work related matters.
Good knowledge on computer and Microsoft (Word, Excel) 
Fluency in spoken and written English 

Preferred

Knowledge of logistics requirement for managing events (Meeting, training, workshop, seminar etc.)
Other languages: Tok Pisin 

 

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability.
Core Competencies: Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust.