Executive Assistant & Information Management Officer

PURPOSE

The Executive Assistant & Information Management (IM) Officer provides high-level administrative support and oversees information management (including records acquisition) either independently or under the supervision of the Information Management Coordinator (IMCo). S/he acts as a reference person for written protocols, correspondence and standard tools.

Minimum required knowledge & experience:

University degree or equivalent certification or experience; Masters degree is an asset

Minimum 5 years' experience providing executive support in an international organization or company

Experience coordinating a team.

Experience in project management and follow-up would be an asset

Holding a similar role in an NGO for at least a year would be an asset

Advanced computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes

Excellent organization skills

Excellent command of English, Arabic written and verbal communication skills

Good command of French (Diplôme approfondi de langue française level C1), would be an asset

RELATIONSHIPS

Internally, is a first point of contact for all staff seeking to set an appointment with the management.

Externally, is a first point of contact for anyone seeking an appointment with the management (by phone, post or email), Also interacts with counterparts to exchange information or develop network.

Is the main focal point to organise high level internal (and external) visits, coordinates welcome aspects, protocol and road movement requests and coordinates briefing files.

Maintains and develops a personal network of contacts with authorities at national level and facilitates the management's access to them.

ACCOUNTABILITIES AND RESPONSIBILITIES

Support to the management

Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the delegation's activities and takes into account its priorities and challenges when making decisions. Flags issues and delays; produces and updates timelines, schedules and other tools.

When requested by the Management, participates in discussions and follows up on the implementation of decisions and strategies. When needed, takes minutes of meetings and follows up on the action points, produces and/or updates reports.

Manages internal and external contacts by means of ICRC-supplied tools. Supervises the updating of other units' contacts. Actively maintains and develops a network of contacts within the national authorities, security and armed forces, political opposition groups, civil societies and with any other influential stakeholders. Facilitates management's access to them.

Manages appointments and organizes meetings both with ICRC colleagues (briefings, periodic and ad hoc meetings) and with external interlocutors. 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 (all logistical aspects involved).

Prepares files on specific themes (for briefing purposes of visitors from headquarters for example).

Drafts formal and informal correspondence, procedures and directives in English for the signature of the Management; proofreads correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents from local language to English and/or liaises with translators.

Shares and files documents for the management and/or ensures that it is done by the concerned. Keeps track of management files and can retrieve them upon request.

Independently initiates, drafts, edits and finalizes correspondence, presentations and other documents

Where necessary, and in coordination with the IMCo, draws up contingency plans for secretarial work, archives and information management.

Information Management

Ensures that all electronic documents and all paper documents received are shared with concerned staff members, by supervising colleagues within the IM Team.

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. 
 

Training and support – Areas of expertise (Correspondence, ICRC protocol and visual identity, use of standard computer technology and ICRC tools, document security and compliance with institutional policies, procedures and best practices throughout the information life cycle)

Ensures all new staff are briefed on above mentioned subjects. Provides regular trainings to all users and IM relays (or any other person in charge) and monitors the effectiveness of their acquired knowledge.

In coordination with the IMCo organizes or contributes to the organization of national IM seminars/workshops on above mentioned subjects.

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 that leaves the delegation is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation.

Keeps their knowledge and skills up to date on standard computer technology and any emerging thematic related to their function. 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. Makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules.

At least once a year, conducts missions to the sub sites independently or with support of the IMCo (when relevant) to ensure the compliance of information management as well as of the subjects listed above.