The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, with 191 member National Red Cross and Red Crescent Societies. IFRC uses the Triple R – response, resilience and respect – to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate – our raison d’être – of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability.
IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.
The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.
The Administration Assistant will work closely with the Administration Officer to support digital archiving, record management as part of the wider digitalization transformation process for the Administration Unit at the Regional Office.
Job Purpose
To support the IFRC Finance & Administration team in digitizing, organizing and maintaining physical and electronic records in line with IFRC records management and retention requirements.
Job Duties and Responsibilities
- Prepare, scan, index and upload physical files using the approved IFRC filing structure and naming conventions.
- Maintain accurate physical and digital archive inventories and tracking registers.
- Conduct 100% first-level quality checks to ensure scanned files are complete, legible, correctly named and properly indexed.
- Ensure clear traceability between physical files and their corresponding digital records.
- Identify records due for disposal in accordance with the Records Retention Schedule and support the approved disposal process.
- Retrieve, track and return physical files requested by authorized Finance, Administration or audit users.
- Maintain confidentiality and security of IFRC records, particularly financial and personnel information.
- Provide regular progress updates on files scanned, indexed, uploaded and quality checked.
- Support the Admin Officer and Accounting Officer with archive-related activities as required.
Duties applicable to all staff.
- Work actively towards the achievement of IFRC’s goals.
- Abide by and work in accordance with the Red Cross and Red Crescent principles.
- Perform any other work-related duties and responsibilities that may be assigned by the line manager.
Education
- Diploma/Degree in Administration, Records Management, Information Management or a related field. Required.
Experience
- At least one year of relevant experience in filing, records management, administration or data entry. Required.
- Experience in scanning, electronic filing or SharePoint is an advantage. Preferred.
Knowledge, Skills and Languages
- Good computer skills, including Microsoft Office. Required.
- Strong attention to detail, accuracy, organization and confidentiality. Required.
- Demonstrated core proficiency in (a) digital communication & collaboration, (b) basic digital content creation, (c) digital safety & security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants. Required.
- Understanding of and commitment to IFRC’s mission and values. Required.
Competencies, Values and Comments
- 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.