Administration Officer

Administration Officer (Short Term)

Vacancy No.: S19083

Category of Contract: National

Position Type: National

Application Deadline: 04/11/2026

Job Posted On: 27/10/2026

Duty Station: Suva, Fiji

Country: FIJI

Grade: National Staff

Duty Station Status: N/A

Accompanied Status: N/A

Duration: 10

Organizational Context

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.

Job Purpose

Reporting to the Senior Executive Officer – Office/HOD, the Administration Officer is responsible to facilitate wide range of administration support services including travel, events and workshop management and maintenance of office. The Administration officer is obliged to ensure efficient systems and procedures in line with the policies of the Federation, this will include emphasis on information management, filing and communications management.

Job Duties and Responsibilities

The Administration Officer is responsible for ensuring that high quality administration support services are provided to staff and management. The incumbent will be responsible for:

• organizing all office related travels.
• administration support to regional events and workshops.
• all CCD office procurement support.
• provide administrative support with Security clearance of hotels and apartments as per office needs.
• provide administrative support as security assistance in meeting the minimum-security requirements (MSR) documentation.
• Attend to all office management functions ensuring that high quality support services are provided to staff and national societies. This includes supplier relationship management and database. Support with cost effective general services that enhance productivity including transportation, accommodation, health and safety of staff in office, security, welcome service, travel, conferencing and other ancillary services required by CCD Pacific office.
• Lead the training and facilitation of travel assistance for CCD staff and Pacific national society staff and volunteers travelling within and outside of the Pacific.
• Providing secretarial and logistical support before, during and after meetings, workshops and other events organized by the CCD.
• Provide administration support to all staff before arrival and in-country, including security briefings and debriefings.
• Maintain office files, keeping all files in an orderly manner and preparing, filing system directions for other users according to the Federation Standard Filing System. Ensure effective record keeping of all financial, administrative and assets’ inventory.
• Maintain Duty Officer roster, staff whereabouts, Welcome Pack, Important Dates & Events calendar as part of the business continuity planning.
• Provide administration support to the Office Manager and Human Resources Manager as and when required, including booking appointments etc.
• Lead office procurement for CCD Pacific – Suva.
• Constantly support the security focal point in updating Security documentation for CCD Pacific, Suva office.
• Provide Security clearance for all the Hotels/apartment for Pacific NS
• Maintaining asset register for CCD Suva Office.
• Ensuring all payments initiated have proper documentation as per IFRC procurement guidelines.
• Support with graphic design as and when required by office.
• Support in any security related matters for CCD Pacific Suva office.
• Provide support to CCD and Pacific societies with travel and administration needs in times of emergencies, as required.
• Any other tasks assigned with the capacity of the role by HR Manager and Head of CCD as and when required.

Education

Degree in Administration, Management, Human Resources or related field

Experience

Required:

At least 3 years’ experience in office administration preferably in international organisation, international corporation, or an international non-governmental organization.

Preferred:

Experience with the Red Cross Red Crescent Movement or international humanitarian organization or non-government organisation.

Knowledge, Skills and Languages

Required:

Excellent oral and written communication skills Advanced computer skills Demonstrated organizational skills Fluently spoken and written English

Preferred

Demonstrated negotiation and problem-solving skills Experience in managing, motivating and influencing staff

Competencies, Values and Comments

Teamwork, Multitasking, Control, Integrity and Personal Conduct, Sensitivity to Diversity, Flexibility and Adaptability, Sound Judgment, and Interpersonal Skills.