The Technical Movement Coordination (TMC)Administration Officer is responsible for the smooth running and provision of administrative needs of the TECHNICAL MOVEMENT COORDINATION UNIT.

1. Ensure the effective and efficient administration of the TMC department.

a) Provide administrative support for a team of up to 12 persons (both national and international staff)

b) Ensure team compliance with Federation policies and procedures



2. Oversee the scheduling and management of all TMC meetings with the membership:

a) Schedule all meetings

b) Ensure meeting space and logistics are provided coordinating with Welcome Service

c) With TMC coordinators, develop and distribute agendas in both French and English

d) Record meeting minutes and conduct interpretation as needed



3. Provide oral interpretation support to all internal TMC meetings and external meetings as needed; accompanies TMC team members to external meetings as needed (French to English and English to French)



4. Ensures written translation of key TMC documents (technical briefs, agendas, meeting minutes, TORs, key reports and other products as required)



5. Oversees the team’s application of financial policies and procedures – ensuring the accuracy and completeness of all forms; supports the timely routing and submission of all financial forms.



6. Ensure that all signatures are acquired and forwarded to the responsible persons i.e. travel requests, ticket purchases



7. Act as focal point for TMC use of Sharepoint: supports the overall coordination of which information and email addresses is added to Sharepoint after materials are approved for uploading; , also manages the access list of users for sharepoint and related protocols



8. Oversees travel calendars and diary management and related logistics: manage a diary of meetings coming up, ensure meeting rooms are booked and meetings are held at base camp, track R&R/holiday movements of team members, book cars for off-site meetings etc.



9. Monitoring follow-up: track submissions of reports due and follow-up late submissions etc.





10. Ensure that all visitors to TMC unit are attended to promptly and directed to respective team members.



11. Maintains all TMC membership and distribution lists, ensuring their accuracy on a regular basis



12. Ensure the organization and institutionalization of all TMC documents (agendas, presentations, meeting minutes, key reports) including placement on the server



13. Maintain the confidentiality of all issues discussed at TMC and other meetings with the membership



14. Perform any other tasks as requested

Associate Degree or higher
Administration
Customer Service
Management
Excellent written and spoken English, French and Creole
Sound organizational skills
Comprehensive computer skills (word, excel, powerpoint, access etc.)
Personnel management
Commitment to the International Red Cross and Red Crescent Societies movement; Integrity and personal conduct

2011-05-18