Assistant & IM Officer

• Internally, interacts with staff at headquarters and in the field.
• Externally, interacts with commercial providers and liaises with State administrations.
• Field position only: When working with the management, acts as a point of contact for ministers or representatives of ministries, high-ranking military officers, managers and coordinators of National Societies, UN representatives and other external actors.

• Supports the Head of Delegation and the management team to organize the priorities of the delegation. She acts as a facilitator within the management team and eases decision-making process, ensuring a coordinated and consistent workflow.
• Carries out or supervises all secretarial tasks, including the management of external contacts.
• Manages and coordinates the flow of information, ensuring that staff understand it and apply the appropriate institutional policies and procedures; sets and revises information management and communication procedures. Implements, manages and monitors projects and programmes related to the Information Environment Strategy; briefs and trains users.  
• Manages and monitors collaborative spaces and databases, including access, and updates information in the reference tools; acts as a reference person for the ICRC tools and platforms.
• In the absence of the IM Responsible, s/he will be in charge of drafting, reviewing, compiling, editing and finalizing official correspondence, presentations, decision-making documents, 
• S/he is responsible in keeping an updated meeting minutes database and other documents; and ensure that information is shared to all users in a timely manner. 
• Receives and screens incoming calls, welcomes visitors and manages agendas.  
• Independently manages appointments and organizes internal and external meetings and events; represents the ICRC to high-level contacts and counterparts in the diplomatic corps
• Assists the management by updating the timeline, schedule and other tools.  
• Ensuring 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; ensure they comply with related rules and procedures.  
• Is a member of the management or coordination team; participates in discussions and follows up on the implementation of decisions and strategies.
• Manages end-to-end welcome request on the welcome platforms under the direct supervision of the HR Manager
• Produces statistics and update data using Information management and any other approved tools
• Prepares for meetings by setting up rooms and materials, including technical setup for conference calls, presentations and video conferences.
• Independently carries out complex secretarial tasks as well as support departments in organizing seminars, training sessions and workshops, liaises with internal and external contacts and service providers related to their work and follows up on expenses.  
• Applies information management instructions and ensures compliance with procedures, including in forms of user training (practices and tools) where needed
• Keeps files up to date and ensures that records are managed properly.  
• Should be referred to for ICRC protocol, rules for correspondence, document security, filing and intermediary archiving, and how to use standard computer technology. Ensures compliance with the rules of visual identity in external presentations, letterheads, etc. Ensure that all users understand the need for and apply ICRC related policy and procedures.

• Scope & Impacts
• Is in charge of information management in a delegation either independently or under the supervision of the Assistant & IM Officer.
• If not supervised by the Executive Assistant & IM Officer, sets objectives and priorities and determines what resources are required to implement the Information Environment Strategy, in collaboration with the Information Management Adviser.

• IM systems and applications
• Professional standards, procedures, processes and compliance
• Change management
• Communication
• Office Tools Mastery
• Events Management
• Planning and Organizing
• Records management
• Knowledge and information management
• Administrative management
• Service delivery
• Functional support

• 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

• University degree or equivalent training or experience.
• Excellent command of English and/or good command of French (Diplôme approfondi de langue française level C1) depending on work location; other languages an asset.
• Advanced computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.
• Enterprise Content Management certification.
• Swiss certification for training apprentices, where applicable.

• Relevant Degree from a recognized university,
• Minimum 3-5 years’ work experience in a similar field (in dynamic environment),
• Experience in an international organization or NGO,
• Excellent Computer Skills (Word, Excel, Power point) with experience in ERPs,
• Excellent command of written and spoken English (Knowledge of French is an asset),
• Attentive to details, rigorous with high sense of confidentiality and integrity,
• Able to write clear and concise reports, procedures and quality documents,
• Certificate of good conduct,
• Good team management and tasks planning skills,
• Target oriented, ability to work independently with minimal supervision, take initiative and make decisions,
• High degree of flexibility and responsiveness,
• Able to develop and sustain a network of key contacts,
• Good negotiation and communications skills.
• Positive attitude and energy, openness to feedback and adaptable disposition.

Only shortlisted candidates will be contacted.