Assistant and Information Management Officer

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Purpose

The Assistant & IM officer will be based in Manila and will work in coordination with the Executive Assistant & IM Officer (based in Geneva) to provide a wide range of administrative support services to Internal Audit management and staff in Geneva, Manila and in the field. S/he will support the Executive Assistant in ensuring that information management and administrative practices and processes are complied with and coherent within the unit.

Main Responsibilities

(A) Support to Global Internal Audit Management and Team (80%)

Administrative support and secretarial tasks:

• Supports the EAIMO with the management of the agendas of the head of Internal Audit and the team calendar.
• Participates in the weekly/monthly meeting of the unit.
• Supports the organization of itinerary missions and follow-up (travel booking, visa requests, cell phones, expense claims, etc.).
• Supports the EAIMO with flagging issues and delays, updating the timeline, schedule and other tools.
• Processes consultancy contracts and invoices.
• Upon request, checks/finalizes documents (word, Excel, PowerPoint) to ensure optimum lay-out
• Ensures the follow up of all messages and correspondence related to the work, in relation with the concerned interlocutors and/or departments;
• Collects and shares information to improve the ICRC’s understanding of the environment, humanitarian trends and responses when relevant;
• Conducts documentary searches (in the archives, on the internet, Ref. Files, other services) for the constitution of files.
• Writes formal and informal correspondence, for internal and external public and ensures compliance with written Protocol and optimum layout.
• Occasionally, and in coordination with the EAIMO, oversees the organization of internal and external events and for all organizational and logistical aspects

Recruitment and onboarding of new staff:

• In coordination with the EAIMO, interacts with HR services for administrative procedures and ensures follow-up: hiring, PuP, remapping form, extensions of assignments, etc.
• Organizes the onboarding of new staff (briefing/debriefing programs, documents, accesses, etc).
• Updates the organizational charts of the unit and publishes announcements.

Planning, monitoring, budget and expenditures:

• Supports the planning and monitoring of objectives (PMfR) process of the unit.
• Participates in the establishment of the budget of the unit (PfR and various forms)
• Ensures the follow-up of expenditures

Information management:

• Makes an active contribution to implementing all information management projects or programs linked to information management.
• May be asked to participate in discussions on new information management practices and/or is involved in projects and/or contributes to the development of new information management tools.
• Keeps his-her skills and knowledge updated in terms of information management, records management/archiving rules and standard IM tools (e-mail, collaborative spaces, communities, information-sharing, records-management, intranet, etc.).
• Supports the Executive Assistant & IM Officer of Internal Audit with the following:

• • Managing the flow of information within the unit, ensuring that users understand and apply policies, procedures and directives; informing, training and coaching staff members accordingly, actively supporting them in changing their practices, as needed.
  • Regularly reviewing the unit’s operating practices and implementing improvements in relation to information flows and new developments in collaborative spaces;
  • Managing the Unit’s collaborative space (SharePoint platform) and monitoring its use.
  • Ensuring proper records’ management within the Unit.
  • Facilitating the Unit’s internal communication, ensuring that its Intranet page is regularly updated and publishing announcements, as relevant.
  • Supports the Unit’s management in ensuring appropriate and timely follow-up on correspondence.
  • Establishes information management rules and coordinates the information management strategy within the unit.

Training and support – Areas of Expertise

• Keeps his-her skills and knowledge (including on existing rules) updated on above mentioned subjects. Briefs systematically all new staff on above-mentioned subjects and ensures compliance with rules and procedures.
• In coordination with the EAIMO, ensures that the members of the team know and apply rules and procedures.
  • Tools: follows the evolution of practices and tools, adapts and promotes changes while accompanying users. Shares his-her knowledge on the use of the tools and supports the members of the team in their use.
  • Correspondence/written Protocol: applies the institutional rules on correspondence and written Protocol and ensures that team members know them and apply them.
  • Protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.): ensures that proper procedures exist and are complied with.
  • Visual identity: applies and briefs the team members on the existing rules on the use of institutional templates in PowerPoint presentations, institutional external documents, etc.

(B) Specific Administrative Support to the CoE Manila Team (20%)

• Organizes meetings and internal events for the team in Manila and manages all related aspects (coordination with other services, room booking, booking and installation of the computer tools; sending invitations, preparation of documents, etc.). On request, takes the minutes and tracks and follows-up the deadlines.
• Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the unit’s activities and considers its priorities and challenges when making decisions.
• If necessary follows-up on requests with the maintenance service.
• Makes sure the office equipment and supplies are available according to the needs.
• Can be asked to carry out other secretarial tasks (e.g. printing, photocopying/requests to Xerox, scanning, mailing, etc.).
• If necessary, welcomes external visitors.

Selection Requirements

• University degree or equivalent training or experience.
• Very good command of English, with preferably one or more of other ICRC-official languages (i.e. French, Spanish, Arabic, Russian).
• Minimum 3  years experience as an Assistant in an international organization or company.
• Advanced computer skills, including Microsoft Office suite and Sharepoint.
• Excellent communication skills, both verbal and written.
• Strong history of continuous education and proven drive to increase skillset.
• Well organized, able to handle multiple tasks and prioritize, capacity to work under pressure.
• Very good analytical skills, able to work in teams as well as autonomously.

What we offer:

• Competitive compensation package
• Flexible work schedule
• Access to internal and external training opportunities
• International, multicultural environment