EXECUTIVE ASSISTANT

Purpose of the post

The executive assistant is responsible for the effective management of the HR directorate’s office (HR/DIR). She/he coordinates the flow of information to and from the HR directorate, maintaining an overview of departmental workflows and priorities and addressing communication gaps, when they occur. He/she helps identifying crosscutting challenges and opportunities and contributes to prioritizing the work of the HR directorate. The executive assistant oversees the effective implementation of decisions taken by the HR directorate, the HR Leadership Team (HRLT), the ICRC directorate and the ICRC governance and follows up pending issues with the HRLT members for response, ensuring that the HR department delivers on its commitments. The executive assistant works in partnership with her/his counterparts in other departments, as well as with the governance’s assistants to ensure that the HR directorate’s work is coordinated seamlessly within the institution. The executive assistant manages a team of assistants (based in Geneva and Manila. The executive assistant drafts speeches, correspondence, and/or presentations for the HR director and deputy HR director.

Main duties

Management of the HR directorate’s office

• 360° overview of the operational priorities, challenges and opportunities for HR/DIR
• Screening, prioritization and actioning of all requests addressed to HR/DIR
• Support the HLRT members in the implementation of decisions taken by the HRLT, as appropriate
• Establishment and coordination of the calendar of the department
• Design and coordination of the content of the department’s planning meetings/reviews, as well as weekly meetings of the HRLT ( + participating as active member in these meetings)

• Serves as organizer (or supervises organization) of working group meetings
• Tracks, monitors and follows-up on the progress of HR-department-related decisions, initiatives and commitments
• Coordination of ‘’all HR’’ meetings (agenda, coordination of the logistic and technical team, overseeing of the feedback after the event)
• Monitoring of the assistants team dynamics and advice to HR/DIR
• Management of the working space for the whole department.
• Facilitates interdepartmental communications on behalf of RH_DIR, when required.
• Reviews, proofreads, and edits documents prepared for the director and deputy director’s signature.
• Reads and screens incoming correspondence, makes preliminary assessment of the importance of materials and organizes documents, handles some matters personally, and forwards appropriate materials to the director, deputy director, HRLT members and HR-staff.
• Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the director and deputy director accordingly. Makes referrals to appropriate staff or provides requested information.
• Establishes and maintains various filing and records management systems.

Information Management

• Makes an active contribution to implementing all information management projects or programs.
• Ensures that policies/guidelines/directives from the Information Management unit are implemented.

Team management
 

• Supervision of a team of assistants, in terms of information management, administrative support and event management for the whole department
• Full management of the team (recruitment, performance management, professional development)
• Provides support in the planning and resource management, budget preparation and management for the department

Internal representation
 

• Representing the department in various consultation and working groups as appropriate
• Drafting, editing and translation of messages, articles, announces, speeches and correspondence
• Production of power points and other communication material, key messages, statistics

• Makes an active contribution to implementing all information management projects or programs.
• Ensures that policies/guidelines/directives from the Information Management unit are implemented.

Team management
 

• Supervision of a team of assistants, in terms of information management, administrative support and event management for the whole department
• Full management of the team (recruitment, performance management, professional development)
• Provides support in the planning and resource management, budget preparation and management for the department

Internal representation
 

• Representing the department in various consultation and working groups as appropriate
• Drafting, editing and translation of messages, articles, announces, speeches and correspondence
• Production of power points and other communication material, key messages, statistics

Key Competencies required for this position

• Confirmed analytical skills
• « Problem-solving » skills
• Detail-oriented, while also able to anticipate needs
• Organized, structured, pro-active and pragmatic with strong process management skills
• Ability to prioritize and work with calm under pressure and to meet deadlines, including flexibility and willingness to adapt to new priorities as they emerge
• Well-honed interpersonal skills and proved ability to develop rapport with counterparts at all levels including senior decision-makers
• Self-leadership and demonstrated ability to work in a team, while also being able to operate autonomously
• Ability to maintain a high degree of confidentiality.
• Ability to make proposals and take decisions where precedents may not have been established
• Ability to review several diverse reference sources and select and synthesize data for presentations and correspondence
• Ability to follow complex instructions and to perform autonomously
• Ability to think proactively and laterally

Soft Skills

• Proactive and dynamic, with a strong sense of initiative
• Discreet and able to maintain strict confidentiality
• Committed to team work and collective performance
• Emotionally intelligent, can respond to subtle cues and react with situational appropriateness
• Pays close attention to shifts in a team's behavior and temperament
• Excellent social skills, able to operate with diplomacy
• Understands that timing and judgment are the foundation of a smooth working relationship

Education and Experience required

• At least 5 years' experience as an Executive Assistant required, preferably in an international organization or company
• Distinctive written and oral communication skills in French-English, including ability to structure and synthesizes complex issues
• Advanced computer literacy, including with MS office suite: ability to develop compelling presentations an asset, MS Share Point and IBM Lotus Notes
• Understanding of the HR functions and familiarity with HRIS main functionalities an asset
• Experience in a coordination or managerial role an asset

Addtional information

Contract: open ended

Location: HQ - Geneva

Start date: ASAP

Application deadline: 13.01.2018