Executive Assistant and Information Management Officer

Minimum required knowledge & experience:

• Minimum five years' experience providing executive support in an international organization or company.
• Experience coordinating a team.
• Experience in project management and follow-up.

Main responsibilities

The Executive Assistant and IM Officer has the following functional responsibilities:

• Ensures information flows are coherent and efficient, that institutional policies and procedures are updated and applied, and that users are properly briefed and trained.
• Manages and monitors collaborative tools and databases, including access.
• Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; independently manages appointments and organizes internal and external meetings and events.
• Independently initiates, drafts, edits and finalizes correspondence, presentations and other documents.
• Ensures that staff are briefed and/or trained on information management, written protocols and correspondence, rules on signatures and the protection, use and storage of office supplies, records management, archiving, and information-management tools; ensures staff comply with related rules and procedures.

• Receives or supervises the reception of management’s visitors and helps to organize events at which protocol must be observed, including visits by donors and other major figures.
• Organizes, supervises, manages and monitors the use and update of a range of collaborative tools and databases.
• Acts as access manager in coordination with peer colleagues within the IM Team.
• Contributes to the setting of the IM goals and priorities at the delegation in alignment with the management expectations.
• Acts as agent for change, ensuring that users understand and embrace the need for new IM-related projects and tools.
• Manages the Assistant & IM Officer and two Administrative Assistants.