Assistant, Administrative

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is "to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs 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." IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

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 Corporate Services team covers all traditional Corporate Services functions including the Human Resources (HR), Finance, Administration, Logistics, Information Technologies (IT), Legal Support and Security Support. All team members cooperate closely to provide efficient Corporate Services based on IFRC's standards of quality, competitive cost and time criteria. All team members deliver efficient Corporate Services to various stakeholders at all levels in the Country Cluster Delegation (CCD) such as all programme teams, IFRC's visitors, Partner National Societies (PNSs), National Societies (NSs) and country teams.

Job Purpose
The
Administrative Assistant
plays a key role in ensuring the smooth and professional operation of the office by providing daily administrative support and serving as the primary receptionist. As the first point of contact for visitors and callers, the assistant ensures a welcoming and organized reception experience, while also managing mail, deliveries, travel arrangements and meeting room bookings.

In addition, the role provides dedicated administrative support to the Head of Country Cluster Delegation (HoCCD), including calendar management, travel arrangements, and coordination with internal teams and external stakeholders. The assistant ensures timely processing of travel documentation and expense claims, while maintaining confidentiality and accurate documentation across all tasks.

Job Duties And Responsibilities
Administrative support to the Head of Delegation

• Manage the calendar and meeting schedule, ensuring efficient time management and prioritization of commitments.
• Coordinate appointments and meetings with internal teams, partners, and external stakeholders.
• Arrange travel, accommodation, and logistics for official missions within Thailand and abroad.
• Prepare and process travel-related documentation and expense claims.
• Provide administrative and logistical support to facilitate smooth execution of engagements.

Overall Administrative Support

• Ensure smooth daily office operations through contribution to general administrative assistance.
• Provide support in coordination of logistics for travel, meetings, and events.
• Contribute to accurate filing systems and document management.
• Maintain updated contact lists, prepare ID and access cards.

Additional Office Support

• Facilitate visa, tax, and social security documentation for staff.
• Help track mandatory trainings and support staff engagement activities.
• Provide ad-hoc support from admin/HR units as needed.

Receptionist Responsibilities

• Greet visitors and manage incoming calls professionally.
• Maintain a tidy reception area and coordinate meeting room bookings.
• Handle mail, deliveries, and visitor logs efficiently.

Confidentiality

• Maintain strict confidentiality in handling sensitive information.
• Ensure proper organization and secure storage of all confidential documents and reports.

Education

University Degree in Business Administration or related field. (Required)

Experience
A diploma or certification in Administration. (Preferred)

Minimum of 3 years of experience in Administrative roles. (Required)

Experience In Organizing Meetings/ Workshops/ Conferences.(Required)
Experience in handling processes related to visa, work permit, and tax submission. (Preferred)

Experience working with the Red Cross and Red Crescent Movement or humanitarian sector. (Preferred)

Knowledge, Skills and Languages

Strong organizational and time-management skills with the ability to manage multiple priorities effectively. (Required)

Excellent attention to detail and a high level of accuracy in data entry and document management.(Required)

Ability to handle confidential information with the utmost discretion and integrity. (Required)

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).(Required)

Fluent spoken and written English. (Required)

Fluent spoken and written Thai.(Required)

Competencies, Values and Comments

• Role Model Competencies: Confidentiality, Accountability, Diversity, Integrity, Professionalism, Building Trust, National Society Relations, Teamwork, Communication, Innovation, Managing Performance.
• Commitment to the International Red Cross and Red Crescent Movement and seven principles.

Remark: Grade 4 (salary range THB 32, ,528.00)

Thai citizen
or
foreigner with eligible visa
can apply