Executive Assistant & Information Management Officer

Contract

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

Reports to (role)

Head of the Legal Division

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

Reporting to the Head of the Legal Division, the Executive Assistant & IM Officer (EAIMO) provides high level administrative support and is in charge of information management. S/he acts as a reference person for written protocols, correspondence, and standard tools.

The EAIMO also provides administrative support to the Thematic Legal Advice Unit on information management, welcome and events management. The EAIMO ensures that information management and administrative practices/processes are complied with and coherent within the Legal Division. Reporting to both the Head of the Legal Division and the Head of the Thematic Legal Advice Unit, the EAIMO also provides supports to the three division’s units’ assistants on logistical aspect of internal & external meetings & events organized by the Legal Division when necessary.

Main duties and responsibilities

Support to the Head of the Legal Division

Support for the Head of the Legal Division in the following areas:

• day-to-day management of email and agenda;
• filing and archiving management;
• management of her internal/external contact lists;
• organization of internal and external meetings at her request;
• the organization of her missions: booking flights, managing visas, booking hotels if necessary and ensuring that information concerning her missions is passed on to the relevant people (delegations, etc.);
• organization of mission documents: in coordination with the relevant legal advisers, preparation of mission/briefing files (speaking points, background documents, etc.) within the given deadlines;
• budget monitoring in connection with her missions.

Main duties and responsibilities

Support to Thematic legal advisers Information management:

• Participation in weekly team meetings.
• Support teams in filing and archiving.
• Support teams on IT tools and ensure team training on new tools deployed.
• Supports the team during the annual budget planning.
• Process invoices and monitor the unit’s budget accordingly.
• Support teams in budget follow up.

Welcome:

• Follow-up on IT profile requests, hardware, office, welcome briefing, etc.

Event support: The event support is mainly as follows:

• finding venues for events;
• contacts with the various stakeholders involved (hotels, catering, tech, etc.);
• follow-up of translations of event-related documents (agenda, invitations, working documents, etc.);
• send out invitations;
• contact with internal and/or external participants;
• booking hotels, plane tickets, issuing invitations for visa applications for external participants;
• setting up the venue and monitoring technical aspects with the partners concerned;
• monitoring the related budget;
• follow up payment of invoices after the event.

Main duties and responsibilities

Training & coordination to the Legal Division units’ assistants

• Regular meetings (approx. 5 per year) are organized to relay information required for information management and to coordinate the organization of the Legal Division's tasks.
• Ensure that assistants are informed and trained in terms of information management and on new tools and comply with institutional information management rules.
• Coordinate management of the assistants' vacation/absence schedule and ensure replacements and/or support to units’ assistants in their tasks.
• Relay and focal point for the units’ assistants in terms of information management, letter, protocol and other procedures.

Guidance & support to the Legal Division Legal Advisers

• Ensure that information management rules (particularly in terms of filing) are respected by the teams.
• Organize jointly with one assistant a briefing for new associates on the institutional rules of information management and the various tools used at the ICRC (Outlook, SharePoint, Lotus Notes, Intranet, Communities, etc.).
• In coordination with the units’ assistants, regular monitoring and actions carried out to ensure that requests for new profiles, profile extensions, access updates, etc. are made on time.
• As part of the organization's digital transformation, provides support to the Legal Division and the units’ assistants in the deployment of new digital tools and trainings related to this deployment.

Main duties and responsibilities

Follow up PfR & budget of the Legal Division The Legal Division Assistant is responsible for the following tasks under the supervision of the Head of the Legal Division:

• ensures follow-up and provides input for budget analysis for the division. Reports any risks of overruns or additional budget availability;
• informs units’ managers/assistants of the status of their budget upon request, checks financial reports and reports any mistake or problem;
• prepares quarterly budget monitoring sessions with units’ assistants and updates related excel spreadsheets for quarterly forecasts;
• updates figures in the budget tool (Anaplan) after each meeting with the OM on the quarterly forecast;
• updates the monthly headcount table with the department’s assistant;
• fill out the yearly budget and headcount table in the financial tool during the yearly planning and monitoring exercise;
• ensures that specific objectives and indicator inputs have been completed in the Planning Monitoring Tool (PMT) for the yearly planning and monitoring exercise;
• ensures that indicators are updated in the PMT during quarterly reporting exercises, according to deadlines.

Support to the Head of the Commentaries Unit & to the Secretary of the Paul Reuter Prize Budget management support for translations, productions and all aspects related to the publication of commentaries on the Geneva Conventions. This includes:

• in coordination with the head of unit, establish the budget required on all aspects of translation, production and publication of the commentaries;
• regular contacts and budget follow-ups with the concerned translation/production centers;
• participate in meetings between the head of unit, donors’ and financial units and the OM for the coordination, validation and follow-up of budgets.

Administrative support to the Paul Reuter Prize in sending out all related correspondence (reception of candidacy, registration of candidacy, follow up on requirements, correspondence with candidates, logistical aspects of the ceremony event, follow up with the members of the Paul Reuter Prize Jury, and all related administrative support, etc.).

Desired profile and skills

• University degree or equivalent certification or experience; Masters degree an asset;
• Excellent command of written and spoken English and French; other languages an asset;
• Advanced computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes;
• Minimum five years’ experience providing executive support in an international organization or company;
• Experience coordinating a team;
• Experience in project management and follow-up.

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.

Additional information

• Location: Geneva
• Type of position: Open ended
• Grade: B3
• Activity rate: 80%
• Estimated start date: September 2024
• Recruiter: Diara Niang
• Application deadline: Monday, 29th of July 2024

Please note that no relocation is provided for this position.