Job Description

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 The Global Road Safety Partnership (GRSP) (www.grsproadsafety.org) is a hosted programme of the International Federation of Red Cross and Red Crescent Societies (IFRC) and is a voluntary association of governments, businesses, and civil society organisations. Both the IFRC and GRSP are headquartered in Geneva, Switzerland. The GRSP has full time staff based in Geneva, Kuala Lumpur and Budapest and a cadre of globally based consultants. The aim of the GRSP’s work is to reduce death and serious injuries as a result of road crashes in low- and middle-income countries. According to the World Health Organization, road traffic injuries claim more than 1.35 million lives each year and result in approximately 50 million injuries. Low and middle-income countries are disproportionately negatively affected. Globally, road traffic deaths are the leading cause of death among young people aged 5 to 29 years and can cost governments between 3 and 5% of GDP. Road traffic injuries and deaths represent a manmade humanitarian crisis and GRSP/IFRC are committed to evidence-based interventions to address this global epidemic. GRSP’s work includes: • running a variety of member and non-member funded road safety projects throughout the world but focused primarily in Africa, Asia, and Latin America. • managing a Road Safety Grants Programme that supports civil society and Red Cross/Red Crescent National Societies to strengthen legislation and policies that impact on road safety. • undertaking projects in low- and middle- income countries to reduce road crash deaths and serious injuries. • running road policing Capacity Building and training programmes in multiple cities and countries. • in conjunction with John Hopkins University, running Global Road Safety and Road Policing Leadership programmes. GRSP’s work is funded by members, donors, and Development Banks with two philanthropies contributing to two large programmes, namely. • Bloomberg Philanthropies Initiative for Global Road Safety (BIGRS) – funded by Bloomberg Philanthropies. • Botnar Child Road Safety Challenge (BCRSC) – funded by Fondation Botnar. GRSP’s work specifically contributes to meeting the United Nations Sustainable Development Goals (SDG) 3.6 - “By 2020, halve the number of global deaths and injuries from road traffic crashes” and 11.2 – “By 2030, provide access to safe, affordable, accessible and sustainable Transport Systems for all, improving road safety, notably by expanding public transport, with special attention to the needs of those in vulnerable situations, women, children, persons with disabilities and older persons.” GRSP also contributes to meeting the broader SDG sustainability agenda. Job Purpose This position will provide support for one or more of the GRSP grants programmes, general administrative support for the GRSP team and specific support to the GRSP CEO. The position will provide logistical and administrative support to all components of GRSP’s activities and will be expected to work across all GRSP programme areas as required. The position holder will work closely with senior colleagues and will form part of the core support unit for the GRSP. Job Duties and Responsibilities Grants Management support :
  • Assist with all processes, procedures and systems relating to the implementation and monitoring of the grants programmes;

  • Support the management of all Administration processes relating to grant proposals, extensions to current grants, and close out of grants.

  • Assist with coordinating the process for awarding of grants including risk assessments and processing grant agreements.

  • Support the timely submission of various grantee reports and help ensure compliance and accountability with administrative and programmatic requirements.

  • Support processing and monitoring of grant payments.

  • Assist the Grants Officer and Finance and Coordinator" id="link" class="link">Administration Coordinator in conducting regular financial reconciliation for GRSP’s grants programmes and produce budgetary projections to inform decision making by Managers.

GRSP team support
  • Proactively search for opportunities to provide support to GRSP staff.

  • Provide administrative support to the GRSP team including general office maintenance and provide back up within the GRSP core support team.

  • Process contracts and assemble required documentation to facilitate contract approvals within the eContract system.

  • Systematically develop, review and update desk files and standard operating procedures and maintain the e-filing system.

  • Assist with organising and coordinating GRSP events as required.

  • Assist with travel organisation (hotel and transportation booking).

  • Maintain an up to date staff roster to highlight travel, leave and other staff commitments.

  • Organise and participate in regular GRSP staff meetings and provide relevant support.

  • Occasional travel to meeting venues outside Switzerland to provide event support.

  • Complete actions within assigned timeframes and maintain a schedule of active tasks, actions and their status and report progress weekly to the supervisor/CEO.

  • Maintain the GRSP membership invoicing, correspondence, and new member application processes.

Support for GRSP CEO
  • Record meeting minutes with a high degree of accuracy and timeliness.

  • Draft and edit PowerPoint presentations and professional slide stacks as directed.

  • Provide diary and meeting management for the CEO as requested.

  • Organise meetings and events as directed.

  • Support the CEO with travel and logistical arrangements.

  • Draft and complete professional written material including letters.

Education Required
  • Relevant University, Polytechnic or equivalent qualification

Preferred
  • Additional training or certification in administrative support or related area.

Experience Required
  • Demonstrates a capacity to provide high quality administrative and grants management support.

  • Experience in managing a diverse workload and meeting tight deadlines.

Preferred
  • Experience working within a Red Cross/Red Crescent National Society and / or Federation Secretariat.

  • Experience working in an international environment.

Knowledge, skills and languages Required
  • Ability to work with minimum supervision

  • Advanced skills in computer productivity applications (Microsoft Word, Excel, Power Point and Outlook)

  • Demonstrated organizational, planning, and problem-solving skills.

  • Attention to details and a high level of focus on the delivery of results and accountability.

  • High level of internal and external customer focus

  • Demonstrates excellent verbal and written communication skills including the ability to draft and manage correspondence.

  • Fluently spoken and written English.

Preferred
  • Good working knowledge of IFRC administrative, contracting, and financial processes and procedures.

  • Good command of another IFRC official language (French, Spanish or Arabic).

  Competencies and values Comments This is a 0.5 part time role.
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