IFRC - International Federation of Red Cross and Red Crescent Societies · Panama City, Panama
The Administration Officer, provides specialized administrative and operational support to the Americas Regional Office, leading the coordination of regional events and meetings, managing administrative procurement and contractual arrangements, overseeing housing and supplementary services, and ensuring timely processing of financial and logistical requirements. Through proactive service delivery and strong stakeholder coordination, the role enhances organizational efficiency, supports effective resource management, and contributes to the successful implementation of IFRC programs and activities across the region.
The Administration Officer is guided by and adhered to Federation Standardized Administration guidelines, policies and procedures.
General Office Services
Support delivery of general services for the day-to-day functioning of the office (purchasing, internal/external events and related tasks).
Reviews and recommends procedural changes or adjustments to improve unit efficiency.
Support the reception area and backup for the Regional Director's Office administrator when instructed by the line manager.
Events Organization (on and off- logistics)
Manage the technical setup and administrative organization of major meetings (interpretation, meeting facilities, receptions, equipment rental etc).
Act as administrative focal point for all events managed by the regional office.
Handle all visas requests related to regional office meetings/workshops participants.
Handle all logistics bookings – flight, tickets, transportation – related to IFRC events participants.
Ensure the timely booking of the needed events space including all relevant requirements – IT, audiovisual, food and beverage, etc.
Maintain a public calendar of major events organized by ARO.
Provide virtual support in event planning and logistics to the Delegations.
Administrative Procurement
Track Framework Agreements (FWAs) and request their renewal or a new FWA from the Procurement/Supply area; prepare or update the Terms of Reference (ToR)
Manage framework agreements (hotels, travel agency, interpreters) in coordination with the procurement logistics unit.
Handle administrative procurement requests (printing, translation, souvenirs, etc).
Supplementary Services support to PNS:
Follow up on PNS integration agreements, draft contracts and submit for approval in E-Contract.
Ensure delivery of required integration documentation for PNS international staff.
Housing Services
Identify housing for delegates within the authorized security perimeter.
Draft and negotiate rental contracts with landlords/real estate agencies, including legal advice.
Ensure timely renewal of lease agreements, in consultation with Finance and the Regional Director.
Process housing-related payments and keep monthly control of warranty deposits.
Accounts Payable and Invoicing
Owns and manages the full accounts payable cycle for the department activities and the building maintenance.
Monitor and reconcile accounts, statements and financial reports.
Identify and analyse discrepancies and errors; correct them and follow up.
Process housing-related payments and maintains monthly control of the warranty deposit (as-needed support).
Support in the payment/invoicing backlogs as required.
Education
Required:
Degree or Diploma Social Sciences, Business Administration or related field
Preferred:
Relevant post-graduate degree or MBA
Relevant professional training courses (Red Cross/Red Crescent related, humanitarian and development sector, management, etc)
Experience
Required:
At least 4 years of working in a similar role
3+ years in administrative, assistant and/or secretary support role
At least two years in a multicultural context
Fluent in English and Spanish
Excellent interpersonal skills
Ability to work independently and prioritize tasks
Proficient in computer applications
Functional Competencies:
Strategic Orientation; Building Alliances; Leadership; Empowering Others
Core Competencies:
Strategic Orientation; Building Alliances; Leadership; Empowering Others
Language Requirement:
Fluent in English and Spanish
Additional Notes:
At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.