Assistant & Information Management officer

Purpose:

The Assistant & Information Management (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

Functional Responsibilities:

Support to the management:

Under the supervision of the Executive Assistant & IM Officer,

Screens, prioritizes, dispatches and follows up on requests, calls and correspondence

Flags issues and delays; produces and updates the timeline, schedule and other tools 

Manages inside and outside contacts by means of ICRC-supplied tools.

Maintains an active professional network of use to the ICRC

Manages the management appointments and organizes meetings both between ICRC officials and with outside contacts.

Writes formal and informal correspondence 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)

Shares and files all MoUs of the delegation, closes them, put them into boxes at the end of each period and keeps an updated inventory

When needed receives or supervises the reception of visitors having appointments with the management and helps to organize receptions and other events at which protocol must be observed.

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:

Under the supervision of the Executive Assistant & IM Officer,

Ensures that all electronic documents sent to the delegation teambox and paper documents received are shared with concerned staff members

Briefs 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

Training and support – Areas of expertise (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; proposes solutions in cases of contradiction between the rules and local practices; 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/his 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

Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with

Contributes to the organization of national IM seminars/workshops on above mentioned subjects

Certifications/Education Required

University diploma.

2 - 3 years’ experience in similar field

Good command of Arabic and English is required. French is an asset

Computer proficiency.

Responsibility, autonomy, ability to set priorities.

Excellent planning and organization skills.

Very Good communication skills.

Ability to work in a team.

Good experience and knowledge with archiving and filing.