Assistant and Information Management Officer

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Job Summary The Geneva-based International Committee of the Red Cross (ICRC) is a humanitarian organization that provides protection and assistance to people affected by armed conflict and other situations of violence. Our institution employs more than 20,000 staff and is present in 80 countries. The ICRC Regional Delegation in Pretoria is looking for a suitable candidate to fill the following vacancy: Assistant and Information Management Officer The Executive assistant and Information Management Officer provides (high-level) administrative support and oversees information management in the delegation. S/he acts as a reference person for written protocols, correspondence and standard tools. Description of the role The incumbent performs the following activities within the department ? Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the delegation's activities and takes into account its priorities and challenges when making decisions. • Manages internal and external contacts by means of ICRC-supplied tools for the Management. • Maintains an active network of interlocutors for the Management. ? Manages the diary of the Management and arranges external appointments as well as organizes internal planning meetings. Deals with all logistical aspects involved ? Writes formal and informal correspondence in English for the signature of the Management; review correspondence/reports/other documents and ensures the optimum lay-out was used. ? Drafts procedures and directives for signature by the Management. ? Filters and assigns a priority to requests and to documents sent to the Management and that are accessible to them, proactively reading through it and possible drafting an initial reply. ? Ensures that all electronic documents sent to the delegation mailbox and all paper documents received is shared with concerned staff members. ? Organizes, supervises and manages the use of a range of collaborative tools and databases. ? Updates general information in the reference tools. ? Act as access manager and possibly account manager. ? Explains, applies and ensures application of the procedures for intermediary archiving of electronic and paper documents; shoulders responsibility for the application of intermediary archiving procedures within the delegation and ensures their processing; ensures compliance with the rules on archive preservation. ? Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; proposes solutions in cases of contradiction between the rules and local practices; ensures that all correspondence concerned by these rules that leaves the delegation is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation. ? Keeps their knowledge and skills up to date on standard computer technology (e-mail, information-sharing, records-management, intranet, etc.), Informs users on new information management tools. ? Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with. ? Makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules. Profile – Minimum required qualification & experience: ? University degree or equivalent training/experience in Information Management or Executive Assistant fields. ? Excellent command (spoken and written) of English, any additional language of interest to the ICRC is an asset ? Advanced computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes. ? Enterprise Content Management certification. Please submit your application: CV, cover letter, copies of diplomas / certificates by electronic mail with the mention in the subject “application to the position of AIMO to: [email protected] . Only application with all required documentation will be considered. Only short-listed candidates will be contacted. The last date for receiving application is 31 July 2021. Start Date: As soon as possible.
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