EXECUTIVE ASSISTANT

Purpose of the post

The Office of the President is made up of a President and a Vice-president. The president represents the ICRC on the international scene, bears primary responsibility for the ICRC's external relations and conducts ICRC humanitarian diplomacy in close cooperation with the Office of the Director-General. He also attends to the internal cohesion, smooth running and development of the organization. The president is assisted by the vice-president.

Office of the Vice-President: 50%

The Vice-President is recruiting an executive assistant to contribute to the Office’s administrative team and, more specifically, to provide organizational support to her daily activities. As a member of the Office’s administrative team, the executive assistant will replace the President’s executive assistant in case of absence.

Secretariat of the Assembly: 50%

The Assembly Secretary is recruiting an executive assistant to provide organizational support to the Assembly and the Assembly Council. 

Main responsibilities

Office of the Vice-President

• Manage the Vice-President’s agenda, organize internal and external meetings, and make travel arrangements as needed.
• Ensure the Vice-President receives timely information concerning her various functions and activities (governing boards, missions and speeches), and share relevant information outwards when appropriate.
• Welcome visitors, update contact database, reach out to counterparts in other organizations, facilitate the Vice-President’s follow-up with key interlocutors.
• Contribute to the Office’s filing/archiving system.
• Handle correspondence (invitations, thank you letters) for the Vice-President in English and in French.
• Secretariat of the “Fondation pour le CICR”.

Secretariat of the Assembly

Assembly and Council of Assembly sessions

• Preparation of the meetings (agenda, preparatory documents, messages to members, minutes of meeting template, team space), organization (meals, transport, accommodation, meeting room), smooth running of the meetings (welcoming the Assembly Members, handling requests during the meetings) and the follow-up to the meetings (information sharing (decision-making DB) and archiving).

Relationship with Members

• Manage relationships with active members (correspondence, information sharing, participation in events, conferences, organization of missions)
• Manage relationships with honorary members (correspondence, update information, annual invitation)
• Provide administrative support to the various working groups set up by the Assembly
• Provide support to new members (press release and biography, reference documents, interviews at headquarters, participation in the integration course)

Background and experience required

• At least 5 years professional experience in a support function at an executive level.
• ICRC experience is an asset.

Profile and Skills

• Strong organizational skills;
• Capable of anticipating and taking initiative;
• Discrete;
• Flexible and available;
• Strong team spirit;
• Ability to work under pressure
• Strong capacity for adaptation
• Excellent oral and writing skills in English and in French (German is an asset);
• Computer literate, familiar with Microsoft Office, SharePoint, Lotus Notes.

Position in the hierarchy

The Executive Assistant reports directly to the Vice-President and to the Secretary of the Assembly. For decisions regarding the functioning of the Assistants Pool in the Office of the President, the Executive Assistant also answers to the Chief of Staff.

This is a resident post based in Geneva.

Additional information

Contract: Open ended

Length of assignement: 2 years, renewable.

Start date: 8 January 2018

Application deadline: 22 October 2017