Assistant & Information Management Officer

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide 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 of the post

The post-holder, one of two assistants working for OP_NAME (Near and Middle East) region will have to adapt to a fast changing environment, s/he will make things happen and be a key asset in the functioning of the region.

The ICRC Near and Middle East Region is currently leading humanitarian responses to several of the most severe conflicts of our age in Syria, Iraq and Yemen; with a budget of some 550 million Swiss Francs.

The post-holder is a highly organized person, able to juggle with multitasking and conflicting priorities as well as to provide high-level administrative support, including preparing reports, handling correspondence and scheduling meetings. His/her primary role is to reduce to a minimum the level of administrative work that is covered by OP_NAME’s operations coordinators.

Because technology evolves constantly, the post-holder must be comfortable in adapting to new equipment, processes and approaches. Together with the other assistant, s/he will maintain a smooth running information flow within the NAME Region, making sure that important information is managed according to the existing protocols and systems.

The post-holder will communicate effectively to project a positive image of the Region both internally and externally. S/he is proactive, flexible and adapts easily to changing environments.

The post-holder reports to the Executive assistant & IM officer with whom s/he works in close collaboration, replacing her when she is away.

Main duties and responsibilities

Direct support to Operational coordinator and for (Deputy) Regional Director upon request

• Manages and maintains daily schedules, appointments and travel arrangements;
• Prepares documentation for their missions;
• Monitors information flow and prioritize issues for rapid handling;
• Contributes to the monitoring of the region's budget and expenses and validates expense claims reports in the HR system;
• Processes and drafts replies to e-mails regarding agenda and appointments;
• Proactively shares information with the management especially on issues that may not be on their radar.

Content and Event Management

• Prepares and edits correspondence, communications, presentations and other documents;
• Helps preparing the Annual Planning Meetings and other meetings with Heads of Delegations and Headquarters staff;
• Organizes all practical arrangements in preparation of external events such as IFTAR;
• Receives and interacts with incoming visitors (organize agenda, venue, coffee and snacks);
• Interacts with Permanent Missions and other external actors regarding agenda and appointments with OP_NAME’s Operation Coordinators;
• Regularly reviews operating practices, proposes and implements improvements where necessary, especially in relation to information flows and new developments in collaborative spaces (SharePoint).

Information Management in coordination with the Executive Assistant

• Uses the collaborative tools as day to day working tools
• Is the relay of policies/guidelines/directives from Information Management unit and in this regard ensure its implementation at the region’s level;
• Ensures the implementation of the information management projects or programs linked to information management and when necessary contribute to its improvement;
• Ensures that users understand the changes proposed and supports these changes;
• Ensures proper record management of the region (paper or electronic) as well as monitoring the team space.

Other tasks

• Together with the Executive assistant, is a reference person for rules for correspondence, filing and intermediary archiving and how to use standard computer technology;
• Liaises with internal staff;
• Coordinates with the Executive assistant the preparation of briefing files for Presidency /Directorate for field missions;
• Briefs new comers on information management and overall administrative functioning of the Region
• Maintains tools for contacts management (donors, ministries, permanent missions);
• Files and retrieves documents and reference materials (mail, inter-office correspondence);
• Handles paper work;
• Monitors, screens, responds to and distributes incoming messages;
• Answers and manages incoming calls.

Education and experience required

• At least 4 years' experience as an assistant in an international environment
• Proficient computer skills (Office, SharePoint)
• Knowledge of standard office administrative practices and procedures
• ICRC field experience is an asset

Desired profile and skills

• Organizational and planning skills
• Strong communication skills – both oral and in writing- good mastery of written grammar in English, French and Arabic
• Ability to work under pressure, prioritize against competing priorities; attention to deadlines
• Information gathering and monitoring skills, attention to detail and accuracy of information
• Punctual, discreet and able to maintain strict confidentiality
• Committed to team work and collective performance
• Ability to actively listen to the needs of others, anticipate and ask questions to understand their concerns
• Capacity to work in and with multi-cultural team
• Ability to make sound judgment and decision-making without supervision
• Sense of initiative
• Service oriented
• Capacity to manage her stress in a very fast-paced working environment

Languages required

• Arabic
• French
• English

Additional information

• Location: Geneva, Switzerland
• Type of contract: open-ended
• Activity rate: 100%
• Estimated start date: 04/06/2018
• Application deadline: 08/04/2018