Admin Officer Shelter Sector

Job Purpose

The Admin Officer will support the shelter sector coordination team towards the objective of coordinating the humanitarian shelter response to the Turkiye earthquake operation. Under the guidance and supervision of the Shelter Sector Coordinator, the job holder will provide all-round support in various administrative, financial, and logistical tasks in accordance with IFRC policies and procedures. This role will include planning and designing all specification and procedures at the area level, liaising with relevant governmental bodies at a local level. Post holder will handle a wide range of contacts with stakeholders including IFRC, National Societies, government departments, partners, and the international donor community. This role also requires optimal performance, timely action, and proactive attitude.

Job Duties and Responsibilities

Provide support to the general admin & logistics requirements of IFRC Turkey Delegation Emergency Response

• Ensure effective, productive, and efficient support to the shelter sector coordination team, working as part of the earthquake emergency response in Turkey delegation.
• Provide administrative support to the National and International staff as per the IFRC administration.
• procedures.
• Maintain office policies and procedures based on IFRC established procedure.
• Track program progress, ensure SOPs are adhered to and prepare documents for approval and lead on donor reporting.
• Communicate and liaise with both internal and external parties at all levels including, acting as initiator or first recipient for most of information and ensuring that the relevant decisions and instructions are relayed to other stakeholders.
• Support the planning and organization of conferences and meetings as needed while facilitating arrivals and departures of external guests.
• Attending meetings when called upon to do so and preparing records of such meetings.
• Supports the Shelter Sector Coordinator in travels as well as coordinates and organises travels including any necessary documentation in liaison with the IFRC Admin/Finance Unit.
• Participate in coordination meetings and other working groups or meetings as required, representing IFRC, and feeding back to the line manager and the staff on relevant issues.

Meetings and workshops

• Assist in tasks related to event management (preparation of budgets, visa and flight arrangements, in[1]country support, processing invoices).
• Ensure that events are organised in a cost-effective manner.
• Research and apply event management related tools.

Translation Support

• Provide simultaneous or consecutive interpretation from Turkish- English and vice versa during presentations, meetings, Focus Group discussions, High level missions, joint monitoring missions etc.
• Work on the translation of official letters, circulars, or documents (English-Turkish and vice versa)

Education

Required:

• Diploma or First Degree in Business Administration or a comparable mix of experience and course work

Preferred:

• Courses in Office Management, business, and computers

Experience

Required:

• Minimum of 3-year experience in an administrative position or a suitable combination of experience and education
• Working knowledge of office equipment as such as printers, fax machines etc.

Preferred:

• Experience working with governmental and international non-governmental organizations, authorities and agencies
• Experience of working for the Red Cross/ Red Crescent Movement

Knowledge, Skills and Languages

Required:

• Critical decision-making skills
• Good stress management skills
• Excellent written and oral communication skills
• Good numerical, report writing and administration skills
• Advanced planning, assessment, and analytical skills
• Demonstrated commitment to working effectively and sensitively in a multicultural environment
• Ability to multitask and work under pressure
• Ability to proficiently use Microsoft Word, Excel and PowerPoint
• Self-motivated and proactive, with good judgment and initiative
• Ability to communicate clearly and effectively, both orally and in writing with different audiences, adapting style to fit situation IFRC standard software packages and systems
• General knowledge of IFRCsystem administrative policies, rules, regulations, and procedures in the area of administration
• Able to prioritize and meet deadline
• Excellent spoken and written Turkish
• Excellent spoken and written English

Competencies, Values and Comments

Please note that the position may be filled before the deadline for submission of the applications.

Due to limited resources, only short-listed candidates will be contacted.