Assistant and Information Management Officer

Job Summary:

The Assistant & IM Officer provides (high-level) administrative support oversees information management, under the supervision of the Executive Assistant & IM Officer. S/He acts as a reference person for written protocols, correspondence, and standard tools.   

Objectives and Tasks:

Support to the management (20%):

Under the supervision of the Executive Assistant & IM Officer

• Screens, prioritizes, dispatches and follows up on requests
• Flags issues and delays; updates the IM reference documents and guidelines  
• Writes formal and informal correspondence independently in French/English/Arabic for the signature of the management; rereads its correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents addressed to the management from local language to French or English.
• Support in preparing files on specific themes (for briefing purposes of visitors from headquarters for example)

In the absence of the Executive Assistant & IM Officer,

• Takes the minutes of meetings in which decisions are to be made, tracks and follows-up the deadlines involved.

Information management (50%):

Under the supervision of the Executive Assistant & IM Officer,

• Support EAIMO in briefing systematically all new staff on information management and organizes regular trainings or information sessions
• Acts as the access manager for Lebanon site, overlooking the creation of IDs and providing the necessary accesses to users
• Monitors and attributes VSM request and treat hers promptly. Makes sure requests are completed following the attribution
• Monitor and treats STM requests promptly
• Support in the IM tools monitoring and implementation to ensure institutional documents are well preserved

Training and support – Areas of expertise (30%): (correspondence, ICRC protocol, use of standard computer technology, document security and compliance with visual identity rules)

• Briefs systematically all new staff on above-mentioned subjects, supports on training regularly all users and ensures compliance with rules and procedures
• Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; ensures that all correspondence concerned by these rules are validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation
• Keeps her knowledge and skills up to date on standard computer technology (e-mail, information-sharing, records-management, intranet, etc.), informs users on new information management tools
• Contributes to the organization of national IM seminars/workshops on above mentioned subjects

General Duties:

• Understands and adheres to the seven fundamental principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

Additional Duties:

• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other interlocutors relevant to the position
• Collects and shares information so as to improve the ICRC’s understanding of the environment, humanitarian trends and responses when relevant
• Represents the ICRC in an appropriate way during activities, meetings and in the field and avoids any activity that may reflect negatively on the ICRC’s image;
• Takes responsibility of own professional learning and development;

Position Requirements:

Minimum Qualifications:

Years of experience required: 3 or more years of experience as an assistant in an international organization or company

Level of education: Bachelor’s degree

Field of education: Business Administration or any relevant field

Languages: Arabic (Native) English (Professional working) French (Professional working

Computer Literacy: Advanced

Required Competencies

Key Competencies:

• Leadership (Basic)
• Accountability (Proficient)
• People management (Basic)
• Teamwork & Collaboration (Advanced)
• Representing the ICRC (Advanced)
• Beneficiary & Client focused (Advanced)

Functional Competencies:

• IM systems and applications (Proficient)
• Professional standards, procedures, processes and compliance (Proficient)
• Records management (Proficient)
• Administrative management (Advanced)
• Change management (Basic)
• Communication (Proficient)
• Service delivery (Basic)
• Events management (Advanced)
• Functional support (Proficient)
• Knowledge and information management (Basic)
• Office tools mastery (Advanced)
• Planning and Organizing (Proficient)

Job Details:

Job Location: Beirut

Working Schedule: Monday to Friday from 8am to 5 pm

Contract Type: Fixed Term, 1 Year (renewable based on performance and need for position)

Salary Package: USD 2’037 – 3’518 (As per ICRC salary scale, salary setting processes will determine fair setting in coherence with the qualifications of the applicant and the requirements of the job).

Opening Date: 01/12/2023

Closing Date: 14/12/2023