Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. 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.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarter is organized in three divisions: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut). Turkish Red Crescent Society (TRCS) is the largest humanitarian organization in Turkey, and, as an auxiliary to the government, has been playing a leading role in providing assistance to the refugees and migrants since the beginning of the Syria crisis. The conflict in Syria has now entered its ninth year with no end in sight. The crisis has created an overwhelming and enduring humanitarian suffering, displacing over five million Syrian people into neighbouring countries and other regions around the world. About 4 million registered refugees are living in Turkey, including Syrians, Iraqis, Afghan, Iranian, Somalian and other nationalities. Over 90 percent of the displaced people are living in urban areas. TRCS has been providing a first-line response in all the activities related to the Syrian people and organizing its dedicated structures to receive and protect the people in need. The IFRC continues to support the Turkish Red Crescent Society in its response to the growing humanitarian needs in Turkey resulting from the Syrian and other concurrent crises

Job Purpose

Under the Senior Operations Advisor supervision, the Assistant will be based in the ESSN Ankara office and will be responsible for providing high level support to the IFRC ESSN  Management Team based in Ankara in various administrative issues to ensure the smooth day-to-day operation, handling both internal and external partners. The incumbent will be responsible for assisting the Programme Manager and Operations Advisor in meetings and missions through providing translation/interpretation (English-Turkish), administrative and operational support required for ESSN programme. 

Job Duties and Responsibilities

Provide full administrative support to the Management of ESSN:

• Management of incoming and outgoing correspondence
• Supporting consolidation of consultancy support documents
• Organisation of the office routines and procedures
• Filing and archiving of important documents and correspondence
• Organize and attend meetings with the Turkish Red Cross Society as well as other ESSN partners and stakeholders partners, and to coordinate the flow of the documents between them.
• Take minutes of meetings and coordinate with the counterparts at partner organisations.
• Collaborate closely with various workstreams under ESSN programme, the IFRC Country Office team, Turkish Red Crescent Society (TRC) and the IFRC Secretariat, in Geneva.
• Assist in meetings, workshops and mission arrangements.
• Execute general drafting, reporting,  as well  as administrative office tasks whenever required

Tasks related to translation and administrative support in meetings:

• Translation of official letters, memos, documents, articles etc. (from English into Turkish and from Turkish into English).
• Revision/proofreading of texts translated into Turkish and English.
• Simultaneous or consecutive interpretation from English into Turkish and vice versa during presentations, meetings, seminars, conferences and negotiations in Ankara and on missions outside Ankara.
• Organizing meetings with partners and stakeholders, organizing the logistics and the venue for meetings with external actors, drafting the agenda, preparing the attendance lists, and updating the contact list
• Taking meeting minutes in a concise manner, circulate for feedback and archive

Mission Arrangement

• Support travel arrangements of the ESSN Management based on approved Travel Order and any necessary documents, including but not limited to Flight and accommodation reservation, transportation to and for, etc.
• In collaboration with Turkish Red Crescent Society (TRC) counterparts, contact local stakeholders to arrange field level meetings

Perform admin duties as these may be required.

Education

Required

• University degree in a relevant field

Preferred

• Master’s degree on political science, international relations, migration studies or any other relevant field

Experience

Required

• At least 3 years’ experience in office administration job

Preferred

• Relevant work experience in translation and interpretation (consecutive and/or simultaneous)
• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment.

Knowledge, skills and languages

Required

• Strong written and oral communication skills
• Excellent computer skills (Microsoft Office, Word, Power Point, Excel, Outlook)
• Ability to work under pressure and to deadlines
• Accuracy and fine attention to detail
• Tact and diplomacy
• Practical and creative in challenging moments
• Ability to handle sensitive information, discretion, solid judgment.
• Organised and self-starter in work prioritising
• Excellent customer service, reliability
• Flexibility
• Excellent interpersonal skills and Team Player
• Ability to produce reports and archive them in a systemic way
• Strong knowledge on refugee response in Turkey and actors at national and local levels which are active in migration management

Preferred

• IFRC standard software packages and systems. General knowledge of IFRC system administrative policies, rules, regulations and procedures in the area of administration.

LANGUAGE

Required

• Fluently spoken and written English and Turkish

Preferred

• Good command of Arabic

Competencies and values

Communications, Collaboration & Teamwork, Judgment & Decision Making, National Society & Customer Relations, Creativity & Innovation, Building Trust, Supervision, monitoring and control, reporting, communications, management of others

Comments
 

The Federation is an equal opportunity employer.