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EXECUTIVE ASSISTANT

Geneva (Switzerland)

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

The Executive Assistant and Information Management Officer contributes to the effective management and smooth functioning of the Office of the Director of Financial Resources and Logistics, overseeing work processes and providing administrative and information management support and guidance to colleagues within the team. S/he regularly reviews operating practices that touch upon these domains and proposes and implements improvements where necessary, particularly in relation to coordination, communication and information flows.

The post-holder is a highly organized person who is able to effectively multi-task, juggle conflicting priorities, work independently, anticipate the team’s needs, and liaise effectively with internal and external stakeholders. S/he communicates effectively and projects a positive image of the Office within the organization and beyond. S/he is flexible, adaptable, and responsive. The post-holder must be comfortable in adapting to new equipment, processes and approaches and capable of ensuring rapid access to essential information and compliance with information management requirements.

Accountabilities & Functional responsibilities

Office management

  • Design and implement efficient and effective work processes within the Office.
  • Establish and oversee the Office’s calendar and organizational chart.
  • Serve as the administrative focal point for the Planning and Monitoring for Results (PMfR) exercise; prepare the Office’s budget and staffing matrix and track their implementation.
  • Support the leadership team in using Business Intelligence dashboards.
  • Prepare documents for meetings of the ICRC governing bodies and ensure that deadlines are respected.
  • Organize leadership team meetings and other team events.
  • Represent the Department internally, as appropriate.
  • Oversee the attribution and use of office space.
  • Ensure the upkeep of office equipment, and manage the supply stock.
  • Support the Office’s HR processes, preparing job requisition requests and organizing the recruitment workflow.
  • Develop a standard welcome file on the Office’s activities and brief new team members.
  • Share guidance on administrative procedures and information management within the Department and ensure that Division assistants are  informed.
  • Provide periodic support to Division assistants on specific tasks.

Information management

Manage the flow of information within the Office, ensuring that users understand and apply policies and procedures; inform, train and coach staff members.

  • Manage the Office’s collaborative space and monitor its use.
  • Regularly review the Office’s operating practices; improve information flows and integrate new developments in collaborative spaces.
  • Ensure proper records’ management.
  • Serve as the Office’s super-user, and perform access management tasks.
  • Facilitate the Office’s internal communication, ensuring that its Intranet page is regularly updated and publish announcements.

Administrative support to the Department’s leadership

  • Manage the agendas and schedules of the Department’s leadership.
  • Ensure that the Department’s leadership receives timely information on their activities and share relevant information further.
  • Organize meetings and audio/video conferences.
  • Participate in meetings and take minutes, if needed.
  • Conduct research on specific topics to inform discussions among the leadership team and to support decision-making processes.
  • Develop presentations and other communication materials; draft, edit and translate correspondence and speaking points.
  • Perform general secretarial tasks.

People management responsibilities

No.

Reports to (role)

The Executive Assistant reports to the Director of Financial Resource and Logistics. 

Certifications / Education required

  • Excellent command of English and French (oral and written)
  • Advanced computer skills, including Microsoft Office Suite (Power User skills in Excel and ability to develop compelling PowerPoint presentations and asset), SharePoint and IBM Lotus Notes
  • Bachelor’s Degree an asset

Professional Experience required

  • At least 5 years of professional experience in a support function at executive level in an international organization or private company
  • Demonstrated capacity to oversee and continuously improve information management processes and practices
  • Data & digital literacy and experience with emerging ICT tools
  • Experience in accompanying organizational changes
  • Experience in coordination, coaching and/or training

Desired profile and skills

  • Strong organizational skills; demonstrated ability to prioritize, work independently, anticipate needs and take initiative
  • Proactive, dynamic and solution-oriented
  • Flexible; at ease juggling competing priorities and making sound decisions without constant supervision
  • Information-gathering and monitoring skills
  • Problem-analysis and problem-solving skills
  • Attention to detail and accuracy
  • Ability to work under pressure and remain calm and focused
  • Committed to teamwork and collective performance
  • Service- and customer-oriented
  • Discrete and able to maintain strict confidentiality

Additional information

  • Location:                           Geneva
  • Type of contract:               Open-ended
  • Activity rate:                      100%
  • Estimated start date:        March 2019
  • Application deadline:        20 January 2019
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: ICRC - International Committee of the Red Cross
  • Location: Geneva (Switzerland)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Banking and Finance
    • Human Resources
    • Administrative support
  • Closing Date: 2019-01-20

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