Assistant & IM Officer - 60%

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 will have to organise from the beginning the secretariat for the team working on the Missing Project (3 persons in 2018)

The post-holder should be a highly organized and pro-active person with the primary role to reduce to a minimum the level of administrative work that is covered by the team. He/she should be comfortable in adapting to new technologies that might be required in his/her post.

The post-holder reports to the Head of Project directly.

Main duties and responsibilities

Information Management – in coordination with the Executive Assistant & IM officer

• Is the relay of policies/guidelines/directives from Information Management unit and in this regard ensure its implementation at the team's level;
• Ensures the implementation of the information management projects or programs linked to information management and when necessary contribute to its improvement; 
  Ensure that users understand the changes proposed and supports these changes; 
• Udates the "missing project" intranet page; 
• Manages any collaborative tools use by the Project; 
• Ensures proper filing (paper or electronic).

Direct support to the persons working under the Missing Project

• Manages and maintains daily schedules, appointments and travel arrangements; 
• Organise & monitors information flow;
• Organise & prepares documentation for the team's missions;
• Contributes to the monitoring of the project's budget;
• Processes and drafts replies to e-mails; 
• Briefs new comers on information management and overall administrative functioning

Clerical tasks

• 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. 

Content and Events Management

• Prepares and edits correspondence, communications, presentations and other documents; 
• Organizes all practical arrangements in preparation of external events;
• Receives and interacts with incoming visitors (organize agenda, venue, coffee and snacks); 
• Regularly reviews operating practices, proposes and implements improvements where necessary, especially in relation to information flows and new developments in collaborative spaces (SharePoint). 

Education and experience required

• At least 5 years’ experience in an assistant position in an international environment (experience as an project is an asset)
• Proficient computer skills (Office, SharePoint) 
• Fluency in French and English
• Knowledge of standard office administrative practices and procedures 

Desired profile and skills

• Organizational and planning skills 
• Sense of initiative 
• Good team spirit
• Autonomous / Ability to make sound judgment and decision-making without supervision 
• Strong communication skills – both oral and in writing - in English and French
• Attention to detail and accuracy of information 
• Service oriented  

Additional information

• Location :                              Geneva
• Type of contract :               Open ended
• Activity rate :                      60%
• Estimated start date :        June 2018 or ASAP
• Application deadline :     15.04.2018

Due to ICRC specific restrictions applicable in Switzerland to international employees, please note that non Swiss nationals will not be allowed to have other lucrative activities in addition to their ICRC contracts