Administration Officer – Americas Regional Office

About the role

The Administration Officer provides specialised administrative and operational support to the IFRC Americas Regional Office. The role ensures smooth coordination of regional events, manages procurement and contractual arrangements, oversees housing services, and guarantees timely processing of financial and logistical requirements.

Key responsibilities

• Support day‑to‑day office functions including purchasing, event logistics, reception duties and backup for the Regional Director’s office.
• Organise technical and administrative aspects of major meetings and workshops, including interpretation, venue setup, visas, travel bookings and audiovisual needs.
• Manage framework agreements for hotels, travel agencies and interpreters, and handle administrative procurement requests such as printing and translation.
• Coordinate supplementary services for Partner National Societies, draft contracts and ensure delivery of integration documentation.
• Identify and negotiate housing for delegates, process lease agreements and related payments, and maintain control of warranty deposits.
• Own the full accounts‑payable cycle for departmental activities, reconcile statements, resolve discrepancies and support invoicing backlogs.

Required profile

• Degree or diploma in Social Sciences, Business Administration or a related field; postgraduate degree or MBA preferred.
• At least 4 years of relevant experience, including 3 years in administrative/assistant roles and 2 years in a multicultural or international federation setting.
• Fluent spoken and written English and Spanish; additional French or Portuguese considered an asset.

Required skills

• Proficiency with Windows operating system.
• Strong skills in spreadsheets, word processing, email and internet applications.