EXECUTIVE ASSISTANT & INFORMATION MANAGEMENT OFFICER

Overall Responsibility

The Executive Assistant & Information Management (IM) Officer provides high-level administrative support and oversees information management (including records acquisition) either independently or under the supervision of the IM Coordinator (IMCo). The incumbent acts as a reference person for written protocols, correspondence, and standard tools.

Tasks and responsibilities

• Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the delegation’s activities and takes into account its priorities and challenges when making decisions. Flags issues and delays; produces and updates timelines, schedules and other tools;
• When requested by the Management, participates in discussions, and follows up on the implementation of decisions and strategies. When needed, takes minutes of meetings, and follows up on the action points, produces and/or updates reports;
• Manages internal and external contacts by means of ICRC-supplied tools. Supervises the updating of other units’ contacts. Actively maintains and develops a network of contacts within the national authorities, security and armed forces, political opposition groups, civil societies and with any other influential stakeholders;
• Manages appointments and organizes meetings both with ICRC colleagues (briefings, periodic and ad hoc meetings) and with external interlocutors. Receives or supervises the reception of management’s visitors and helps to organize events at which protocol must be observed, including visits by donors and other major figures;
• Drafts formal and informal correspondence, procedures and directives in English for the signature of the Management; proofreads correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents from local language to English and/or liaises with translators;
• Ensures that all electronic documents and all paper documents received are shared with concerned staff members, by supervising colleagues within the IM Team;
• Organizes, supervises, manages, and monitors the use and update of a range of collaborative tools and databases.
• Acts as access manager in coordination with peer colleagues within the IM Team;
• Ensures all new staff are briefed on above mentioned subjects. Provides regular trainings to all users and IM relays (or any other person in charge) and monitors the effectiveness of their acquired knowledge;
• In coordination with the Information Management Coordinator (IMCo) organizes or contributes to the organization of national IM seminars/workshops on above mentioned subjects;
• Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; proposes solutions in cases of contradiction between the rules and local practices; ensures that all correspondence concerned by these rules that leaves the delegation is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation;
• Keeps their knowledge and skills up to date on standard computer technology and any emerging thematic related to their function. Informs users on new information management tools;
• Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with. Makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules;
• Manages as line manager: 1 Assistant & IM Officer, as functional manager to 2-4 Assistants & IM Officer/ Administrative Assistants
• Oversees the recruitment, induction and trainings of new IM team members.

Minimum Requirements and competencies

• University degree or equivalent certification or experience; Masters degree is an asset;
• Minimum 3 -5 years confirmed practical IM experience (as IM Officer or Manager) in an international working environment or with an international organization;
• Minimum 5 years’ experience providing executive support in an international organization or company;
• Experience in coordinating a team, coaching and training skills;
• Holding a similar role in an NGO/INGO for at least a year would be an asset;
• Advanced computer skills and able to train end users on Microsoft Office suite, SharePoint and IBM Lotus Notes & other digital platforms;
• Excellent organisation skills;
• Excellent command of English both written and verbal communication skills.