ASSISTANT

Assistant, Resource Mobilization Division (REM)

Purpose of the Post:

1. To ensure the optimal functioning of the support structure to the REM_Donor Relations unit 1 (REMDON1). This Unit manages the ICRC's funding relationship with 4 donor governments and 4 National Societies, and provides overall coordination of the new market-based approach comprising both private and government sources of funding for the four countries concerned.
2. To provide administrative support to the REM_Donor _Relations unit 5, which is responsible for the ICRC funding relationship with the European Union (e.g., ECHO and DEVCO).

Main responsibilities:

The post covers primarily (80%) the countries managed by REM_DON 1 (Canada, Ireland, the United Kingdom and the United States of America). In addition, 20% is dedicated to requirements within REM_DON 5, which manages the funding from the European Union (e.g. ECHO, DEVCO).

Main tasks for REM_DON 1 :

• Assure sharing and filing of paper and electronic correspondence to / from governments, Permanent Missions and National Societies covered by REM_DON 1, as well as Field and HQ; ensure a proper records management of both electronic and paper documents
• Ensure a coherent and appropriate use of the Team Space among the team, providing coaching and training as needed.
• Organize the flow of information to donors regarding updates on ICRC operations and the funding situation
• Prepare both personalised and standard "thank you" letters to donors (Governments and National Societies)
• Organize visits of DON1 donors / key interlocutors to ICRC Headquarters
• Prepare Power Point presentations other supplementary information in support of the unit's visits to and/or from donors and governmental missions
• Manage addresses (contact list / DB) of external interlocutors for DON1
• Ensure final lay out of various documents, plus sending and follow-up of contracts sent by DHL.
• In support to and in case of absence of unit members, manage telephone contacts, take and transmit messages; management of unit diaries
• Organize travel of the DON1 team (itineraries, tickets, hotel bookings, etc)
• REM-focused administrative support to the Program Funding Adviser post in London
• Be ready to assume additional tasks and responsibilities as needed, in the light of the growing workload of the Unit.

Main tasks for REM_DON 5:

• Standard administrative tasks linked to ECHO contracts
• Submission of ECHO final reports
• Organisation of REM_DON 5 visits and visitors

Ensure records management of electronic/paper documents and coherent/appropriate use of Team Space among the team.

Required profile

• A confirmed assistant, if possible with ICRC experience
• Strong communicator with excellent verbal and written English and good French

Competencies and profile sought

• Strong organisational skills and ability to set clear priorities
• Demonstrated sense of initiative, autonomy and flexibility
• Strong sense of team spirit and good sense of humour
• Demonstrated ability to work rapidly (meet deadlines) and efficiently
• Good computer skills (PowerPoint essential, Excel an advantage). ECDL certificate an asset
• General understanding of (or ability to learn) basic accounting and budget procedures
• Experience in organizing effective information flows both internally and externally.
• A broad interest in Operations and wider institutional programming as well as a general interest in humanitarian issues

Additional information

Starting date:   As soon as possible (ideally August - September 1rst the latest)

Contract until: 31.12.2018

Interested persons fulfilling the above criteria should apply by 23 July 2017