CSP Corporate Service Coordinator (Delegate)

Administrative Support to the CSP

• Provide professional administrative expertise and support to the CSP.
• Support issuing and preparing invitations and requests for meetings, travel or other engagements involving CSP staff.
• Support the CSP staff members in the planning of meetings and events, keeping the various file holders informed of requests and upcoming commitments and deadlines.
• Coordinate in planning and organizes arrangements and logistics for the CSP staff member’s travel.
• Collect, compile, track and anticipate the necessary documentation and files containing briefings and information for the CSP meetings, events and mission travel and ensures the required clearances.
• Seek to identify new systems and ways to improve the overall effectiveness of the CSP.
• Support the logistical and administrative arrangements for external / internal meetings, retreats etc.
• Assist new and temporary staff in the CSP regarding the onboarding, IT equipment, briefing schedules, and other administrative assistance.
• Liaise regularly with GTFCC Secretariat for the implementation of join meetings or missions.
• Perform other duties and participate in special projects as assigned by the line manager.

Planning and Reporting

• Support development of the annual CSP workplan (narrative, timeline, budget).
• Prepare materials for internal and external meetings, i.e. conduct research on various ad-hoc projects.
• Attend meetings and prepare meeting notes, syntheses and summaries, upon request, identifying content, agreements and action points for follow-up.

Finance Support

• Support the Budget Holders of the CSP in preparing budgetary documents and in ensuring proper and timely support to effective financial management.
• Support the Budget Holders of the CSP and the CSP Project Managers in Africa and Asia-Pacific in preparing contract and agreements with National Societies and other partners, in liaison with the finance and the legal departments of the country offices and Geneva office.
• Provide support to necessary financial, including financial reports, budgeting issues, pledge management follow up, human resource contracts esp. for consultants and short-term assignments for the CSP, all in support to the file and budget holders.
• Review operating practices and suggest continuous improvements in cost-effectiveness and budget monitoring.

Quality Assurance and Compliance

• Act as the focal point for contracting matters for the CSP, providing technical guidance and ensuring quality and compliance.
• Design templates and develop processes and coordination tools aimed at improving CSP overall performance.

Communication and Database Support

• Provide support to the development and maintenance of electronic tools and databases.
• Provide support in drafting, editing and preparing presentations, correspondence and other communications when required.
• Support knowledge management systems and files for the CSP.
• Maintain a central filing system for the CSP.
• Develop and maintain up-to-date mailing lists, contact lists and organigrams for internal and external stakeholders.

Contribute to an effective, high-quality IFRC team:

• Be accountable to the line manager by providing progress reports on results against objectives and risk analysis.
• Be flexible in your work definition according to needs and targets and improve team efficiencies and effectiveness within available resources.
• Be a pro-active team member fostering a customer service-oriented culture that values proactivity, continuous improvement, innovation, high performance and cost-effectiveness.
• Foster a co-creative environment with colleagues in the Secretariat, Regions and the National Societies and open and cooperative view to the actors in the relevant external environment.