Human Resource & Administration Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the largest humanitarian network in the world, made up of 191 member National Societies. Its mission is to inspire, enable, support, and promote humanitarian action by National Societies so that human suffering is prevented and reduced, while dignity and peace are advanced. The organization responds to the needs 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, alongside the National Societies and the International Committee of the Red Cross (ICRC). Its work is guided by the principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

Led by the Secretary General, IFRC is headquartered in Geneva, Switzerland, and structured into three main divisions: National Society Development and Operations Coordination; Global Relations, Humanitarian Diplomacy and Digitalization; and Management Policy, Strategy and Corporate Services. It also operates through regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas, as well as country cluster delegations and country delegations worldwide.

The Freetown Cluster Delegation supports the Red Cross National Societies of Sierra Leone, Guinea, Liberia, and Guinea-Bissau in delivering IFRC’s mandate, with emphasis on disaster management, National Society capacity building, and humanitarian diplomacy.

Job Purpose

Reporting to the Coordinator, Corporate Services, this role provides HR and administration support to the cluster. The position is responsible for delivering reliable, consistent, and value-adding HR services and guidance to leaders, managers, and staff, while ensuring fairness and compliance with HR policies and programmes. The role also handles administrative coordination for guests and incoming delegates, including travel arrangements, airport pickup, accommodation, and related support services.

Recruitment and Resourcing

• Oversee the entire recruitment cycle for delegates and national staff, including advertising, shortlisting, interviews, contracting, and onboarding.
• Work with technical teams to ensure job descriptions are accurate, relevant, and technically sound before vacancies are advertised.
• Classify and grade positions according to cluster standards.
• Support hiring managers with workforce planning to keep recruitment turnaround times short.
• Promote fairness, openness, and consistency throughout selection processes.

Contract Management

• Handle end-to-end contract administration for all contract types.
• Review national staff contracts with regional HR focal points to confirm accuracy and alignment with local labour legislation in IFRC country operations.
• Track contract renewals and ensure they are completed on time.
• Monitor probation periods and support timely confirmation, extension, or non-confirmation decisions.

Compensation and Benefits Management

• Ensure pay practices comply with applicable state and federal laws and regulations.
• Administer social security and pension arrangements for national staff.
• Prepare payroll inputs and obtain validation from the Head of Country Cluster Delegation and Finance.
• Ensure taxes are remitted on time.
• Maintain accurate payroll records and up-to-date salary and allowance information.
• Work closely with Finance to support compliance with current legal requirements.
• Coordinate staff insurance with insurance providers, including updating employee and dependent lists for medical coverage and managing additions and removals at the start and end of contracts.
• Administer benefit programmes such as retirement plans, leave policies, wellness initiatives, and insurance schemes.
• Prepare final dues and termination payments accurately.
• Track local cost-of-living trends, compare them with other INGOs, and recommend COLA adjustments to the HOD.

Performance Management and Learning

• Support managers in building strong performance levels across their teams.
• Guide supervisors through performance management activities such as goal setting, appraisal, identifying gaps, and defining training and development actions.
• Provide advice and support in cases of underperformance or disciplinary issues.
• Train staff on relevant tools, including performance systems, and promote high standards of performance management.
• Share information received from Staff Development with the wider team.

Compliance Management

• Ensure all activities comply with national staff regulations, organisational policies, national labour laws, and federation procedures.
• Maintain a secure and organised filing system for HR documents.

HRIS Management (D365)

• Keep employee data current in D365.
• Process staff exits promptly and remove departed employees from the system without delay.
• Complete entry of new hires in D365 before their start dates.
• Train new employees on D365 and brief existing staff on new system features.

Employee Relations

• Manage employee grievances, including disputes and conflicts.
• Educate staff on staff regulations.
• Support efforts to strengthen employee engagement.

Administration

• Prepare welcome packages for delegates, consultants, and visitors, including travel, security, and health information, along with phones, staff cards, IT equipment, and apartment keys, while coordinating any changes with the fleet dispatcher.
• Oversee immigration-related processes.
• Ensure delegates and dependants maintain valid visas, biometric resident permits, and work permits.
• Manage the E-contract system and keep track of expiry dates, renewals, notice periods, payments, and related actions.
• Coordinate end-of-mission formalities and ensure all admin items such as ID cards, keys, dongles, phones, laptops, and SIM cards are returned before departure.
• Organise and supervise end-of-contract debriefings with support from other departments.
• Maintain working relationships with ministries including Foreign Affairs, Immigration, and Labour.
• Arrange travel, accommodation, and visas for incoming and outgoing international delegates and national staff.
• Ensure office permits and licences are renewed in a timely manner.

Duties Applicable to All Staff

• Contribute actively to achieving the goals of the Federation Secretariat.
• Work in line with Red Cross and Red Crescent principles.
• Carry out any other job-related duties assigned by the line manager.

Education

A relevant university degree, including a degree in social sciences, is required. A professional HR qualification and registration with a recognised HR body are also required. A postgraduate qualification in Human Resource Management is an added advantage.

Experience

At least 3 years of relevant professional HR practice is required. The role also calls for experience in recruitment and onboarding, work with governmental and international non-governmental organisations, handling confidential information, employee relations, payroll preparation, employee lifecycle management, and administration. Prior experience with the Red Cross and Red Crescent is an advantage.

Knowledge, Skills and Languages

The position requires strong computer application skills, including Windows and spreadsheets. The ideal candidate should be able to communicate effectively with internal teams and external stakeholders at all levels, work confidently in cross-cultural and multi-cultural environments, maintain integrity and confidentiality, and demonstrate strong organisational, planning, influencing, diplomacy, training, development, and customer service skills.

Competencies and Values

The role calls for respect for diversity, integrity, professionalism, and accountability. Core strengths should include communication, collaboration and teamwork, judgement and decision making, national society and customer relations, creativity and innovation, and building trust. Functional competencies include strategic orientation, building alliances, leadership, and empowering others.