Executive Assistant

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

The humanitarian sector has been undergoing a significant digital transformation in recent years, creating both opportunities and risks. On the one hand, people affected by humanitarian emergencies are increasingly connected, and humanitarian organizations are developing and offering digital humanitarian services. On the other hand, unauthorized access to or extraction of humanitarian data by malicious actors, to gain operational advantages or for other non-humanitarian purposes, can create significant risks for the dignity and safety of vulnerable people whilst undermining the work of humanitarian actors.

The recent creation of an ICRC Delegation for Cyberspace aims at strengthening its capacity to be operational, also in a digital space, according to the standard working modalities of the ICRC (neutrality, independence, impartiality, confidentiality). The ICRC Delegation for Cyberspace aims at exploring new ways to support, enable, and protect the ICRC’s digital footprint, which is made up primarily of the data that affected populations entrust it with and of the digital means – products and services – it deploys in conflict zones. The Delegation also aims at creating a safe R&D environment to develop a response to the challenges brought by digitalization, notably in conflict settings, and anticipate those that will continue to emerge with its expansion. Understanding what adherence to the fundamental principles of neutrality, impartiality, and independence of exclusively humanitarian action means in a digital world, and adapting its operating modalities and technology choices accordingly, is a key component of this. This is essential for the ICRC to gain and preserve the trust of affected populations as well as interlocutors, to continue to have access to affected areas, also by digital means, to ensure that affected communities access essential humanitarian services, and to ensure the acceptance and safety of its own staff.

Purpose

The purpose of this position is to fulfil the role of executive assistant to the Head of the Delegation for Cyberspace in Luxembourg, as well as to oversee and be responsible for the information management of the Delegation. As such, the Assistant also acts as a reference person for written protocols, correspondence, and standard information management, planning and reporting tools.

The Assistant is also responsible for providing basic HR administrative support and will work closely with the HR Responsible.

Accountabilities & Functional responsibilities

Administrative/executive support:

• Supports implementation of projects and programmes as per the Head of Delegation’s request.
• Supports organization of high-level visits (programs, briefing files, etc) or conferences as per the Head of Delegation’s request. Receives and screens incoming calls, welcomes visitors and manages the Head of Delegation’s agenda and travel.
• Independently manages appointments and organizes internal and external meetings and events; represents the ICRC to high-level contacts and counterparts.
• Assists the Head of Delegation by managing and updating timelines, schedules, and other management tools.
• Prepares for management meetings by setting up rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
• Independently carries out complex secretarial tasks.

Additional Responsibilities

HR:

• Administration of recruitment activities, such as liaising with candidates, setting up interviews, organizing tests, etc...
• Staff onboarding and exit administration.
• Supporting in the design of induction programmes.
• Administrative follow-up on HR-related issues such as: staff time-off management, monitoring training compliance, following up with shared services etc...

Information Management:

• In charge of information management in the delegation. Manages and coordinates the flow of information, ensuring that staff understand it and apply the appropriate institutional policies and procedures.
• Ensuring correct handling of confidential information.
• Ensures staff are briefed and/or trained on information management.
• Manages and monitors collaborative spaces and databases.
• Supports the Head of Delegation in the coordination and organization of institutional planning and reporting processes.
• Drafts, reviews, compiles, edits and finalises correspondence, presentations and other documents.

People management responsibilities

No

Scope & Impact

Geographical remit: Luxembourg

Relationships

Internally: Works in close collaboration with the Head of Delegation and with the Finance and Administration Manager. Interacts also with staff at ICRC Headquarters in Geneva and in other ICRC delegations in the field.

Sets objectives and priorities and determines what resources are required to implement the ICRC’s Information Environment Strategy in the Luxembourg Delegation, in collaboration with the Region Information Management Coordinator.

Externally: Responds to non-standard enquiries where necessary, interacts with commercial providers and liaise with State administrations.

Certifications / Education required

Essential

• University degree or equivalent training or experience.
• Three or more years’ experience in administrative support roles.
• Excellent command of English and good command of French.
• Advanced computer skills, including Microsoft Office suite, SharePoint.

Desirable

• Experience in working for an international organisation or a humanitarian organization an asset.
• Cybersecurity knowledge an asset.

Desired profile and skills

• Strongly motivated by humanitarian work.
• Able to work under pressure in a potentially dangerous environment.

Our Values

At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.

What we offer

• Rewarding work in a humanitarian and multicultural environment.
• Attractive social benefits.

Additional information

• Location : Luxembourg
• Activity rate : 100%
• Length of assignment : Open ended
• Estimated start date : 01/06/2024
• Application deadline : 28/04/2023
• Resident Position

Apply now

Added 21 days ago - Updated 1 day ago - Source: careers.icrc.org