Executive Assistant and Information Management Officer

Purpose:

The Executive Assistant & IM Officer provides high-level administrative support and is in charge of information management. S/he acts as a reference person for written protocols, correspondence and standard tools. S/he also acts as the coordinator for the agenda of the Head of Delegation (HoD) and Management team, contact with external interlocutors and ensures the protocol and diplomatic image of the delegation.

Applicants must be legally eligible to work in Lebanon.

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.

Certifications / Education required

• University degree or equivalent certification or experience in Information Management, Business Administration or any other related subject.
• Master’s degree is an asset. 
• Excellent command of English and/or good command of French, other languages an asset

Accountabilities & Functional 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 management.
• Executive Assistant for the Delegation Management, including screening, prioritizing, 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.

• Organize, 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 in comply with the Information Security Framework.
• 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  Delegation’s priorities and regional IM roadmap.
• Acts as agent for change, ensuring that users understand and embrace the need for new IM-related projects and tools.
• Manages two Assistant & IM Officer and one Administrative Assistant.

Competencies:

• Proficient in IM Systems and Applications  
• Proficient in Records and Admin management
• Proficient in Communication
• Advanced team management skills.
• Exhibits integrity through strict confidentiality practices and contributes to a healthy, collaborative work setting.

Language:

• Arabic: Native.
• English: Full professional working.

What we offer:

• Salary Package: 3018 - 4408 USD/Month (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).
• Transportation Allowance: 13$ per day.
• 13th Month of salary paid in December, pro rata basis in accordance with the period worked.
• Salary Review/Increase: annually
• Annual Leave: 20 calendar working days of paid leave per year, pro rata basis in accordance with the period worked.
• Health Insurance: Full insurance coverage (no co-NSSF) - 90% of premium fees under the class B covered by the ICRC; option for class upgrade is available with extra charges. Coverings include: In-Patient: including pre-existing cases / Out-Patients: Doctor Visits, Medicines, Laboratory tests, Therapeutical services (Physiotherapy, Psychotherapy sessions)
• International Retirement Saving Plan (IRSP): a contribution valued at 11.5% of your monthly salary, these savings are paid by the end of service as a lump sum.
• Other benefits subject to internal rules and regulations: High Cost of Living Allowance (HCLA), Schooling allowance, Eyeglasses Reimbursement, Learning and career development opportunities, Internal mobility opportunities leading to expatriate roles.

Additional information:

• • Location: Beirut
  • Working Schedule: Monday to Friday, from 8am to 5pm.
  • Type of contract: Fixed Term, 1 year (Renewable based on performance and need for position).
  • Estimated start date: asap
  • Application deadline: 10 April 2026