Administrative Assistant

VACANCY ANNOUNCEMENT

Job Description

Organizational context (where the job is located in the Organization)

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 IFRC is currently present in Nepal through a Country Delegation (CD - first established in 1965 with a presence through regional representation at times), providing support to Nepal Red Cross Society (NRCS) programmes and National Society development (NSD) amongst as well as emergency response, other areas. The longer-term mission of the Nepal Delegation is to facilitate organisational growth, technical capacities, partnerships, and resource mobilisation that enable Nepal Red Cross Society to deliver on its humanitarian mandate in the country through the provision of technical support, advocacy, representation and coordination functions, in accordance with Strategy 2030, the IFRC Renewal and annual Operational Plans. 

The Country Delegation also provides integration services to six IFRC members with a presence in Nepal. 

On 26 August 2026, a major ice-rock avalanche occurred in the upper Bhote Koshi watershed near the China–Nepal border, resulting in an historically powerful flash flood that advanced from the border down the entire length of Nepal along the Bhote Koshi and Trishuli River basins.  This position is being hired to response to the operational requirements of the Flash Flood 2026 response operation, within a Federation-wide operation.

Job purpose

This position caters to the daily administrative operation of the Country Delegation Nepal of IFRC specially to the office and administrative need of the PNSs which are under operation. 

Job duties and responsibilities

Administration:

• Support the efficient implementation of office administrative procedures and workflows.
• Coordinate administrative support services for staff, delegates, visitors, and partner National Societies as required.
• Maintain and update filing systems, databases, contact lists, inventories, contracts, agreements, and administrative records in both electronic and hard-copy formats.
• Assist in preparing correspondence, reports, meeting minutes, presentations, and other administrative documents.
• Coordinate domestic travel arrangements, including air ticket bookings, hotel reservations, and maintenance of travel-related records. Liaise with the fleet team to arrange and track airport pick-up and drop-off services for visitors as required.
• Assist in arranging residential accommodation for delegates, including sourcing suitable housing options, coordinating property viewings, preparing inventory documentation, liaising with landlords, and facilitating administrative processes related to lease agreements and utility services.
• Provide administrative support for domestic meetings, workshops, trainings, conferences, field visits, and official events across Nepal, including venue arrangements, accommodation, transportation, participant coordination, and other event-related requirements.
• Support procurement processes in accordance with IFRC policies and procedures, including obtaining quotations, preparing procurement documentation, following up on deliveries, maintaining procurement records, and processing administrative invoices and supporting documentation.
• Track and process telecommunication, internet, utility, and other administrative service bills, ensuring timely payments and compliance with IFRC policies and procedures.
• Maintain updated inventory and asset registers and support periodic physical verification of office assets.
• Monitor office supplies and stationery stocks and arrange timely replenishment.
• Liaise with vendors, landlords, service providers, and maintenance contractors to ensure timely and quality service delivery.
• Support management of office facilities, utilities, office equipment, and maintenance requirements. 
• Monitor administrative service agreements and contracts and coordinate timely renewals when required.
• Ensure proper documentation, filing, and archiving of administrative records and correspondence.
• Maintain confidentiality of sensitive organizational information and records.
• Support compliance with administrative policies, procedures, and operational standards.
• Be proactive and liaise with different department to ensure the smooth functioning of Administration Unit and delivery of services in an efficient and effective manner.

Additional duties:

• Absence Management of the Administration Department Staff in consultation with the line manager.
• Any other duties assigned by the line manager as required.

Click on the link below for detailed job details:

JD- Administration Assistant

To apply, click on the link below:

Application Form: Administrative Assistant