Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. The four countries supported by the IFRC Country Cluster Delegation in Beijing – China, Japan, Mongolia and Republic of Korea, cover 28 per cent of the Asian continent and comprising 1.5 billion people. Disasters, poverty, unprecedented aging of the population, urbanization and migration contribute to increased vulnerability in this region. The population are also exposed to increased health risks due to pandemic/epidemics, communicable and non-communicable diseases. The IFRC Beijing office supports Red Cross Red Crescent Societies in East Asia in becoming stronger at home and abroad, in both disaster response operations and sustainable development initiatives. We act as a resource centre and conduit for exploration and adaptation of global initiatives to meet the sub-region’s needs and capacities.
Job Purpose
As a vital member of the administration team, the Administration Officer takes on a central role in overseeing and coordinating critical functions such as travel, office procurement, visitor visas, customs clearance, event support, and fleet management. Through meticulous attention to detail and a proactive approach, the Administration Officer ensures the efficiency of administrative operations and providing essential support for the successful execution of humanitarian programs and initiatives across the East Asia region.
Job Duties and Responsibilities
- Develop highly effective administrative management of the East Asia Delegation. Ensure timely and accurate execution of the day-to-day administrative and logistic support requirements of the East Asia Delegation.
- Manage all travel arrangements including flight, hotel, visa, and travel insurance for staff going on mission. Ensure travel policies and procedures are followed.
- Oversee procurement of office supplies, equipment, and services. Manage relationships with vendors and negotiate contracts. Ensure procurement policies and procedures are adhered to.
- Ensure the daily organization and follow-up of administrative support need to the East Asia Delegation, DPRK Delegation, Asia Pacific Regional Office and Headquarter in Geneva such as obtaining visa, invitation letter for Chinese visa, travel arrangements, hotel accommodation, airport pick up (as a backup when the driver isn’t in).
- Establish and maintain cooperative relationships with the Protocol Department of Ministry of Foreign Affairs (MoFA), Customs Office and the Red Cross Society of China. to facilitate the delegation’s operations. This includes regularly communicating with these entities regarding the Delegation’s activities and needs, proactively sharing information, and working collaboratively to address any issues related to visas, customs clearance, event support, or other administrative matters. Maintain open channels of communication to ensure smooth administrative processes and effective delivery of the delegation’s humanitarian programs.
- Co-ordinate with Beijing General Administration of Customs and local shipping agencies to ensure that the goods or humanitarian aid carry on to DPRK RC or IFRC country office in Pyongyang.
- Provide administrative and logistical support for meetings, workshops, and events.
- Prepare paperwork to ensure customs clearance according to authorizations and regulations in force at the time in question for all goods and items imported into/exported out of China for the Federation
- Ensure overall responsibility of goods and printed materials from time of arrival to the time of issue including recording, control and quality check.
- Manage the delegation’s vehicle fleet, overseeing maintenance scheduling, insurance, registration, and fuel management and responsible for updating Vehicle Management Control including monthly Fleet wave report via internet.
- Keep up-dated regarding laws, regulations and rules in force referring to field of responsibility (import/export/vehicles/purchasing) and report of any changes that may affect the working conditions.
- Responsible for the Efiling systems in the admin team.
- Compile and submit accurate, regular and timely monthly financial report on working advance.
- Proactively liaise with MoFA regarding event invitations and visiting various regions in China. Fully brief IFRC staff attending events.
- Conduct market analysis of service providers (hotels, venues, etc.) to get the best rates and keep the Delegation informed of developments and opportunities and maintain a list of recommended hotels and services in all East Asia Delegation countries.
Education
Bachelor’s degree in Business Administration, Travel Management, or a related field.
Experience
- Three years of relevant professional experience with a foreign invested company, or an international organization based in China.
- Proven experience in travel management, office procurement, and event coordination.
- Knowledge of visa facilitation processes and customs regulations.
- Familiar with office automation software or an ERP system is preferred.
- Self-supporting in computers (Windows, spreadsheets, word-processing).
- Ability to work independently, take initiative, and handle multiple tasks simultaneously.
- Good skills in networking with other agencies and organisations.
- Strong organizational, problem-solving, and communication skills.
- Driving license is preferred.
Knowledge, Skills and Languages
- Fluently spoken and written English
- Good command of another IFRC official language (French, Spanish or Arabic) is preferred.
