The Finance and Administration Assistant will be based in Kazakhstan as, due to geopolitical situation and from logistic perspective most of PPP Regional events for two participating countries are organized in Almaty, Kazakhstan. Position holder is responsible for organizing events, meetings and workshops in coordination with programmatic focal points, arranging venue preparations, welcome packages, travel and accommodation facilities for participants, as well as the smooth running of the IFRC Country office in Kazakhstan.
Job Duties and Responsibilities: Administration, Logistics and Finance:
Kazakhstan visa request letters for visitors and newly recruited staff.
Liaise with travel agent and airlines to ensure the most appropriate and cost-efficient services and flights, as well as corporate deals identified, and agreements signed with relevant companies.
Ensure monthly reports are received from contracted travel agencies for proper monitoring purposes.
Book hotel accommodation through contracted hotels for IFRC staff and visitors in Kazakhstan. Liaise with the hotels to ensure high quality services. Arrange airport transportation for visitors.
Prepare and keep updated the admin notes for events organized under Pilot Programmatic Partnership (PPP) programme.
Support PPP Event organizers with travel arrangements for participants from Host National Societies (drafting travel orders and getting them approved, tickets and hotels).
Ensure timely communication of security welcome briefs with event participants and visiting staff.
Ensure that open area is tidy and well maintained.
Maintain files of incoming and outgoing correspondence as well as other needed files as per the standardized filing system.
Manage furniture and administrative inventory for the IFRC Office in Kazakhstan. Follow established inventory procedures, develop system of control, and conduct regular inventory.
Liaise with office building focal point on issues related to office maintenance.
Small office procurements (stationery, sundry admin costs).
Support staff members to report against working advances.
Follow up on incoming invoices and delivery of goods and services.
As per incoming request for goods and services, obtain quotations and arrange one-off procurement of goods or services.
Entering financial transactions into IFRC Financial system CODA under the guidance of Finance/Admin Coordinator
Protocol and official documentation management:
Handle any relevant file which requires signature, stamping, approvals from the Ministry of Foreign Affairs (MoFA), and other relevant Governmental entities.
Maintain enhanced professional relationship with all relevant authorities’ staff for timely and well-processed paperwork submission/management.
Others:
Act as back up for finance and admin colleagues as per the administration job tasks list (including different administrative tasks)
Any other duties that may be assigned by the Finance and Administration Coordinator
Education:
Relevant University degree (Bachelor in Finance, Administration or equivalent)
Experience Required:
Minimum of 2 year of relevant professional experience (i.e. finance and administration)
Experience in working under remote management and with virtual, multi-cultural teams
Experience in travel arrangements, including hotels, tickets and other transportation means
Preferred:
Experience working with the International Red Cross Red Crescent Movement
Experience in handling visas and residencies files
Knowledge, Skills and Languages: Required:
Self-driven, service minded and ability to multi-task, prioritize and deliver to deadlines
Focused on quality and standards, results, and accountability
Proven good judgement and ability to work with complete integrity and confidentiality, acting as a role model of highest integrity in personal capacity
High degree of discretion, tact and sensitivity with internal and external stakeholders
Strong negotiation, networking and communications skills
Advanced skills in computer productivity applications, particularly Excel, Outlook, PowerPoint, and Word
Stress management skills
Fluent spoken and written Russian and English
Preferred:
Good command of another IFRC official language (French, Spanish or Arabic)
