Recruitment Description/ Key Accountabilities

Executive Support

• Maintaining calendars for the Head of Delegation and the Cluster team, including identifying key deadlines /milestones in team plans and flag as necessary follow-up. Liaising with team members to ensure actions are being followed up.
• Anticipating needs and responding to direct and anticipated requests; providing thoughtful replies to requests and follow up on action items on behalf of the Head of Delegation.
• Creating required documentation on an ongoing basis this involves Producing letters, briefing notes, background papers, formatting reports and other communications materials.
• Translation of messages/documents between Portuguese and English and when required during meetings.
• Maintaining an internal contact details database/ mailing lists for Partners and National Societies for effective communication. Support effective and timely management of Partner requests, queries, and related needs.
• Attending meetings and/or calls with the Head of Delegation as and when required – coordinating, producing, and distributing agendas, as well as drafting comprehensive minutes and providing a draft summary of key issues raised and recommendations suggested.
• Providing general and cross-departmental support in the implementation of projects in which the Head of Delegation is the task giver.
• Organizing internal and external meetings and events under HOD office including meeting logistics, materials preparation and cross-team coordination of travel and accommodation arrangements.

Project Management Support

• For assigned projects under the Head of Delegation-Regularly monitor to ensure that these projects are utilizing the correct budget lines and maintain budget tracking. Working in close coordination with the Finance team to monitor expenditures, burn rates, and to submit their reports to Finance and PMER.
• In liaison with the Programmes team, support in the development, tracking and maintenance of project agreements and correspondences.
• Develop and Maintain the Delegation’s physical and electronic filing system for the team to ensure all programmatic data is available for easy access and retrieval of information.

Provide Administrative Support to the delegation’s programmes team project for efficient programs implementation.

Education

University degree in relevant field.

Experience

• 4 years of relevant experience.
• Experience in workshop planning and organization.
• Experience in an administrative/coordination role.
• Experience in managing workflow.

Knowledge, Skills and Languages

• Excellent computer skills. (e.g. Microsoft Outlook, Word, Excel, Adobe Acrobat).
• Experience in office management principles and procedures.
• Experience in problem identification and solution.
• Excellent verbal and written communication skills in English.
• Discreet and diplomatic behaviour.
• Knowledge and commitment to Red Cross Red Crescent Fundamental Principles, and ability to model those Principles in relationships with colleagues and partners and translate them to development practice.
• Report writing skills.
• Fluency in written and spoken Portuguese and English.

Competencies, Values and Comments

Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust