Project Assistant – IFRC Libya Delegation (Tunisian Nationals)

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 192 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.

Organizational Context

This position will be within the framework of the IFRC Country Delegation for Libya, temporarily based in Tunis, Tunisia.

Job Purpose

The focus of this post is to support to the program team within IFRC Libya Country Delegation with a focus on providing administrative and logistical monitoring and follow up.

Job Duties and Responsibilities

• Provides significant input into arranging project activities, including arranging venues, materials and helping in preparation of the trainings.
• Contributes to the preparation of project reports by collecting information, preparing tables, drafting selected sections of the report etc.
• In coordination with international counterparts, Libyan Red Crescent Society and IFRC personnel, assists in routine implementation of the project activities and takes monitoring and follow up actions.
• Compiles relevant background materials and prepares briefs and summaries when requested. Maintains database of contact information of project counterparts.
• Arranges project meetings, including organizing the venue, preparing draft minutes of meetings, communicating draft minutes to the participants and incorporates feedback. Ensures quality and completeness of filing of project documents.
• Undertakes all logistical and administrative arrangements required for the successful planning and delivery of technical workshops/trainings, coordination meetings, roundtables, missions, and other events organized by IFRC, in close collaboration with the Libyan counterparts.
• Provides logistical support to project events by gathering and compiling data and information for the preparation of relevant documents. This includes (but is not necessarily limited to) preparing and distributing invitations, collecting and following up on nominations and registration, preparing list of participants and circulating events materials.
• Is responsible for the archiving, filing, and maintenance of up to date project files.
• Collects and processes information relevant to project monitoring and relevant indicators.
• Translates and drafts letters and other project documents. Provides informal translation Arabic/English and vice versa, if/when required.
• Collects data to maintain information sharing and knowledge, including data from project activities to feed data based on IFRC activities.
• Assist in effective admin and financial control and monitoring of all project activities.
• Ensure that all required reports are submitted on a timely basis and are in accordance with IFRC guidelines.
• Maintain a record of all agreements and invoices with the LRCS, including a reporting schedule to ensure that reports are received from the National Society in a timely manner.
• Organize and attend team meetings, as required.
• Support LRCS’ development of an effective information management system for the response.
• Ensure compliance with applicable laws and agreements to minimize risk of harm to the IFRC and its personnel, properties and resources. Special attention is to be given to compliance with procurement procedures and standards.
• Attending coordination meetings and sub-working groups, and producing minutes of the meetings and action plans.
• Any other duties as required.

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 and Code of Conduct.
3. Perform any other work related duties and responsibilities that may be assigned by the line manager.

Education

• Relevant University Degree – preferred

Experience

• Minimum 2 years of previous experience working in complex operation – required
• Experience in organizing events and workshops – required
• Experience of compiling and summarizing materials for a variety of audiences, such as donor proposals and reports – required
• Previous experience of working with the Red Cross/Red Crescent Movement, INGOs or the United Nations – preferred

Knowledge, Skills and Language

• Understanding of the relevant country/region context – required
• A good understanding of humanitarian issues – required
• Excellent written and verbal communication skills – required
• Presentation and report writing skills – required
• Intermediate competency with spreadsheets and financial administration – required
• Ability to organize workload and ensure administrative tasks are dealt with efficiently – required
• Ability to work well as part of a team – required
• Ability to analyze financial data and compile simple financial reports – required
• High degree of discretion, tact and sensitivity in dealing with internal and external stakeholders at all levels – required

Languages

• Fluently spoken and written English – required
• Fluently spoken and written Arabic – required

Competencies and Values

• 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

Comments

• Only shortlisted candidates will be contacted.