Executive Assistant & Information Management Officer

Contract

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

Reports to (role)

The Chief of Staff of the Executive Office of the Director General.

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.

Purpose of the position

The Executive Assistant and Information Management Officer contributes to the effective management of the Office of the Director-General and provides administrative support to the Chief of Staff. Responsible for information management in the Office, s/he regularly reviews operating practices and proposes and implements improvements where necessary, in relation to information flows and new developments in collaborative spaces (SharePoint).

The post-holder is a highly organized person who is able to effectively multi-task, juggle conflicting priorities, anticipate the team’s needs, and liaise effectively with internal and external stakeholders. S/he communicates effectively and projects a positive image of the Office of the Director-General both internally and externally. S/he is flexible, adaptable, and responsive. Because technology evolves constantly, the post-holder must be comfortable in adapting to new equipment, processes and approaches.

The Executive Assistant reports to the Chief of Staff in the Office of the Director-General, who is tasked with coordinating the work of the team’s Secretariat.

Main duties and responsibilities

Organizational Support to the Directorate and the Platform for Organization and Management (POM)

• Coordinate the planning of Directorate and POM meetings, tracking issues to be presented, overseeing the preparation and circulation of background documents, proposing meeting agendas and timelines, managing the organizational aspects of meetings, and communicating to participants.
• Provide administrative, logistical, and technical support during Directorate and POM meetings.
• Coordinate the follow-up of Directorate and POM meetings, drafting and circulating minutes (for POM meetings), informing Departments of requirements in terms of revised background documents, consolidating follow-up actions, preparing statistics, updating the planning calendar, liaising with the governance on subjects to be addressed by the Assembly/ Assembly Council and the Audit Commission.
• Develop and maintain a standard briefing file on the Directorate’s/POM’s activities and ensure that the Intranet content on the Directorate and the POM is up-to-date.
• Provide tailored information to Departments regarding the Directorate’s and the POM’s functioning, as needed.
• Support the internal communication of the Directorate and the POM.

Information Management

• Manage the Directorate’s and POM’s team spaces; oversee and finalize the transition from the information management tools currently used by the Directorate to the team spaces.
• Organize briefing sessions for key internal stakeholders on the Directorate’s and the POM’s information management strategies and practices.
• Regularly analyze the Directorate’s and the POM’s information management needs and propose required adaptations to processes, practices and tools.
• Ensure proper records’ management for the Directorate and the POM, in cooperation with the Archives and Information Management Division.
• Manage the Office of the Director General’s collaborative space and monitor its use.
• Manage the flow of information within the Office, ensuring that users understand and apply policies, procedures and directives, in cooperation with the Office’s other Executive Assistants; inform, train and coach staff members accordingly, actively supporting them in changing their practices, as needed.
• Establishes information management rules and coordinates the information management strategy within the Office, liaising as needed with the Office’s other Executive Assistants.
• Regularly review the Office’s operating practices and implement improvements in relation to information flows and new developments in collaborative spaces; relays challenges to the Information Advisor at HQ.

Administrative Support to the Chief of Staff

• Coordinate the Chief of Staff’s agenda and schedule and making travel arrangements as needed.
• Ensure that the Chief of Staff receives timely information concerning her various activities and share relevant information further, as appropriate..
• Prepare presentations and other documentation for the Chief of Staff.
• Organize audio and video conferences, liaising as required with the Communication and Information Management to ensure adequate support.
• Process the Chief of Staff’s travel/expense reports and holiday/compensation claims.

Education and experience required

• At least 5 years of professional experience in a support function at an executive level
• Proven capacity to assess information management processes and practices and propose improvements
• Excellent command of English and very good level of French (mandatory)
• Ability to accompany changes
• Strong organizational skills demonstrated ability to prioritize, anticipate needs and take initiative
• Ability to genuinely listen to the needs of others and ask questions to understand their concerns
• Experience in coordination, coaching and/or training
• Information gathering and monitoring skills
• Problem analysis and problem solving skills
• Ability to make sound decisions without constant supervision
• Ability to work under pressure and remain calm and focused
• At ease juggling competing priorities
• Fully conversant with MS Office, IBM Lotus Notes and SharePoint

Desired profile and skills

• Proactive and dynamic
• Flexible and strong capacity to adapt
• Discrete and able to maintain strict confidentiality
• Committed to team work and collective performance
• Emotionally intelligent, responsiveness to subtle cues
• Pays close attention to shifts in a team's behavior and temperament
• Understands that timing and judgment are the foundation of a smooth working relationship
• Team player

Additional information

• Location: Geneva
• Type of contract: open-ended
• Grade: B3
• Activity rate: 100%
• Estimated start date: January 2023
• Application deadline: 6 November 2022

Are you ready to explore the next chapter of your career? Apply now!

The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all regions of the world.