Assistant & IM Officer

Contract

This is a ICRC - Open-ended contract. More about ICRC - Open-ended contracts.

Reports to (role)

Executive Assistant & IM Officer of the Department.

Purpose of the position

The Assistant & IM Officer provides administrative support and is responsible for information management. The assistant acts as a reference person for written protocols, correspondence, and standard tools.

Main duties and responsibilities

• Manages and coordinates the flow of information, ensuring that the staff understand it and apply the appropriate institutional policies and procedures. Sets and revises information-management and communication procedures.
• In coordination with the métier, implements, manages and monitors all projects and programs related to Information Management, briefs and trains users.
• Manages and monitors collaborative spaces and databases, including access, and updates information in reference tools; acts as a reference person for the ICRC intranet.
• Drafts, reviews, compiles, edits and finalizes correspondence, presentations, decision-making documents, minutes of meeting and other documents; ensures that information is shared amongst users.
• Independently manages appointments and organizes internal and external meetings and events; represents the ICRC to high-level contacts and counterparts in academic institutions.
• Assists the management by organizing specific units’ meetings/agendas and events; if required, supports the logistical organization of meetings/events. Performs administrative tasks.
• Ensures that the staff is briefed and/or trained on information management, written protocols and correspondence, rules on signatures, records management, archiving, and information-management tools; and ensures that they comply with related rules and procedures.

People management responsibilities

No

Relationships

• Internally interacts with staff at headquarters and in the field.
• Externally interacts with providers, consultants

Education required

• University degree, professional certification (in Switzerland CFC or matu pro) or equivalent work experience
• Good command of written and spoken English. Ability to interact in French (min. B2 level)
• Advanced computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.

Experience required

Three or more years' of experience in a similar position in an international organization or company.

Desired profiles and skills

• Excellent organizational skills with great attention to details.
• Demonstrates ability to prioritize and multi-task.
• Ability to work under stress and handle pressure.
• Flexible and easy to adapt.
• Good communication skills.
• Demonstrates team spirit. Ability to work as a team as well as independently without constant supervision.
• Good knowledge of ICRC, the movement, information systems, security policies and administrative procedures is an asset.

Additional Information

• Location: [[Geneva]]
• Type of contract: Open ended contract
• Job Grade: [[B2]]
• Activity rate: 80%
• Estimated start date: ASAP

• Application deadline: Wednesday, 1st March 2023

  o The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates.