Job Purpose

The IFRC works with the Turkish Red Crescent and other humanitarian agencies to support the affected population. In order to rapidly scale for an emergency, IFRC employs personnel from within Turkiye and from countries around the world however international personnel are not expected to be fluent Turkish speakers. As such IFRC requires a interpreter to provide support to the Delegation on real time translation and document interpretation. When not conducting translation services the incumbent would be required to directly support the Operations Manager to arrange events or complete other administrative duties as required.

Job Duties and Responsibilities

General Administration

• Ensure effective, productive, and efficient support to the Turkey delegation
• Provide administrative support to the National and International staff as per the IFRC administration
• Maintain contact lists
• Custodian of IFRC equipment e., office assets, premises, visibility materials etc.
• Be focal person regarding office building management in Ankara and in the
• Maintain office policies and procedures based on IFRC established
• Translate/Interpret person to person, team, and in meeting. Translate documents as required from English to Turkish and from Turkish to English
• Liaise with Program Team for administrative and program duties, as required

Management of office assets and premises

• Manage use of office space, ensure building maintenance and repairs, ensure compliance with health and safety
• Maintain an updated inventory of all assets of the office
• Check all office assets and premises quarterly based
• Be responsible for the daily functioning of the office building including utilities and
• Maintain an updated inventory of all assets and property of the office and ensure that standard systems and procedures for disposal and retention are in place and
• Maintain the Office Insurance, Cash in Transit Insurance and Cash in Safe Insurance

Meetings and workshops

• Assist in tasks related to event management (preparation of budgets, visa and flight arrangements, in- country support, processing invoices).
• Ensure that events are organised in a cost-effective
• Research and apply event management related

Management of travel and visitor related tasks

• Coordinate travel management and related tasks e., from ticket purchase to processing invoices.
• Ensure that travel related paperwork is filed and processed in a timely
• Act as focal point for welcoming services for
• Arrange all visitors Airport pick up and
• Arrange all Traveller/visitors Hotel accommodations as per the travel

Risk Management and internal controls

• Ensure the application of administrative policies, processes, and
• Ensure that a rigorous internal control environment is maintained, including ensuring proper segregation of
• Support the implementation of internal and external audit recommendations that relates to administrative
• Abide to the fraud and corruption

Contribute to building an effective, high-quality Finance and Admin team, by:

• Ensuring excellent collaboration with other Finance and Admin colleagues and other
• Participating in the development of a customer service-oriented culture that values proactivity, continuous improvement, innovation, and high performance
• Work closely with the IFRC counterparts in the National Society

Translation/Interpretation and Administrative Support:

• Simultaneous or consecutive interpretation from Turkish to English and vice versa during meetings, trainings and other events.
• Translation of documents from Turkish to English and vice versa (surveys, terms of references, certificates, reports, templates, forms, etc).
• Prepare meeting minutes in both Turkish and English
• Proofread, edit, and revise translated materials.
• Accompanying field trips.
• Conduct administrative duties in support of the Operations Manager
• Contact with the partner organisations by phone, email and instant messaging.
• Support in organising meetings and other events.
• Information management support
• Support in data collection
• Support research on specific topics as required.
• Support in all other relevant tasks as required.
• Actively work towards the achievement of the Federation Secretariat’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

Required:

• Diploma or First Degree in Business Administration or a comparable mix of experience and course work

Preferred:

• Courses in Office Management, business, and computers

Experience

Required:

• Minimum of 3-year experience in an administrative position or a suitable combination of experience and education
• Working knowledge of office equipment as such as printers, fax machines etc.
• Experience of working for the Red Cross/ Red Crescent Movement

Preferred:

• Experience working with governmental and international non- governmental organizations, authorities and agencies

Knowledge, Skills and Languages

Required:

• Proficient in MS Office; Microsoft Outlook and Word in Particular
• Knowledge of office management systems and procedures
• Able to work in a team
• High degree of integrity, discretion, and personal conduct
• Ability to handle sensitive information, solid judgment.
• Flexible and adaptable to changing working conditions
• Willing and able to travel whenever required for work purposes
• Self-motivated and proactive, with good judgment and initiative
• Able to prioritize and meet deadline
• Ability to communicate clearly and effectively, both orally and in writing with different audiences, adapting style to fit situation
• IFRC standard software packages and systems. General knowledge of IFRC system administrative policies, rules, regulations, and procedures in the area of administration.
• Ability to establish and maintain effective working relationships throughout the organization.
• Fluently spoken and written English and Turkish

Preferred:

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

Competencies, Values and Comments

Core Competencies: Communication, Collaboration and Teamwork, Judgement and Decision Making, National Society and Customer Relations, Creativity and Innovation, Building Trust

Values: Respect for diversity, Integrity, Professionalism, Accountability