Assistant Information Management Officer (AIMO)

4 سبتمبر، 2022

0 11 5 دقائق

PURPOSE

The Assistant & IM Officer provides administrative support and oversees information management for the Regional Resource Network (RRN) in Amman. The Assistant & IM Officer oversees information management including records acquisition, compliance with basic Information Security principles and ICRC rules on Personal Data Protection. She/he acts as a reference person for a portfolio of standard tools and processes (access rights, use of tools, associated workflows).

The Assistant & IM Officer works under the supervision of the IM Coordinator and the Head of Regional Affairs.

RELATIONSHIP

Internally, provides support to the Head and Deputy Head of Regional Affairs as well as to RRN staff in other departments.
Externally, is a first point of contact for anyone seeking to contact the Head of Regional Affairs (by phone, post or email), such as ministers or representatives of ministries, high-ranking military officers, managers and coordinators of National Societies, UN representatives and other actors. Also interacts with counterparts to exchange information or develop network.
Liaises with the Information Management Coordinator (IMCo) and with IM peers in Amman and provides coverage for them when needed and required.
In absence of other AIMOs, provides coverage support according to delegation of tasks matrix.

GENERAL DUTIES

Understands and adheres to the 7 Fundamental Principles of the Red Cross/Red Crescent Movement;
Understands and adheres to the ICRC Code of Conduct;
Understands the three components of the Red Cross/Red Crescent Movement;
Knows the objectives and activities of the delegation;
Respects and observes staff regulations and security rules at all times;
Represents the ICRC in a professional manner at all time;
Develops and maintains a pleasant and conducive working environment with team members, colleagues and line managers;
Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC;
Take responsibility of own professional learning and development;
May be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary.

ACCOUNTABILITIES AND RESPONSIBILITIES

Administrative Support (40%)

Direct Support to Management and the RRN

Supports the RRN to ensure a coordinated and consistent workflow.
Attends meetings and prepares MoMs; tracks and follows-up on deadlines involved upon request.
Prepares internal and external meetings by arranging logistics, setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences.
Carries out and supervises administrative tasks (filing, photocopying, mailing…)
Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the Regional Resource Network’s activities and takes into account its priorities and challenges when making decisions.
Might draft formal and informal correspondence, procedures and directives in English for the signature of the management; proofreads correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents from local language to English and/or liaises with translators.
Flags issues and delays; produces and updates the timeline, schedule and other tools.
For the Head of Regional Affairs, manages inside and outside contacts by means of ICRC-supplied tools. Supervises the updating of other units' contacts. Maintains an active professional network of use to the ICRC.
Filters and assigns a priority to requests and to documents sent to the Head of Regional Affairs and that are accessible to him-her, proactively reading them through and possible drafting an initial reply.
Prepares files on specific themes (for briefing purposes of visitors from headquarters for example). Participates in the organisation of visits by donors or other major actors.
Compiles and finalizes summaries and regular reports.
Shares and files documents for the Head of Regional Affairs using the appropriate tools.
At the request of and under the supervision of the Head of Regional Affairs, he-she helps manage specific projects/files.
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 RRN
Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.

Information Management: (60%)

In close coordination with the IMCo:

General Information Management:

Under the supervision of the IMCo contributes to the implementation of institutional frameworks, strategies, projects and/or programs linked to information management in the main delegation. Acts as agent for change, ensuring that users understand and embrace the need for new IM-related projects and tools. Proactively provides feedback and information on users’ needs..
Organizes, supervises and manages the use of a range of collaborative tools (i.e. TS) and databases for the Regional Resource Network.
Promotes and monitors IM and RRN tools.
Is the relay of policies/guidelines/directives from the Information Management Unit for the RRN.
Plays the lead role in maintaining the Regional Resource Network’s Intranet and Communities pages. Ensure that users have knowledge and proactively use tools.
Manages accounts and access to information tools for the members of the RRN, in collaboration with IMCo and IM peers in Amman.
Acts as Site Records Manager (SRM) for the RRN– while training them and keeping their skills up to date; supports and advises units and/or sub-sites to ensure compliance with the rules on records management; monitors records management work, issues reminders and ensures follow-up; brings problems to the attention of the IMCo and other IM peers in Amman.
Updates general information in the reference tools (databases or others).
Takes part in discussion on new information management practices and, upon request of the Head of IM NAME or IMCo, is involved in projects and/or contributes to the development of new information management tools.
Ensures that users understand the need for changes and supports these changes.

Information Processing and Analysis

Assist in the implementation of standardized information management policies, IM tools and information products.
Design necessary data/info collection forms, ensuring that the purpose and use of data collected is clear and that questionnaire design is simple, clear, collectable, and shareable.
Assist in providing Information Management services to support monitoring activities in areas of information capture, flows, dissemination, processing, analysis.
Create visual information products for information utilization and decision-making for the RRN and internal dissemination.

Training and support – Areas of expertise

Briefs systematically all new regional staff on the RRN mandate and information management tools and processes and ensures compliance with rules and procedures..
Systematically briefs all new RRN staff on information management and organizes regular training or information sessions
Contributes to the organization and facilitation (as requested) of IM seminars/workshops on IM related subject matters.
Keeps his-her 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.
Keeps his-her knowledge and skills up to date on standard information management practices (relevant tools, software, techniques).

Requirements

Education

University Degree or higher in the field of Humanities, Social Sciences, Business Administration, International Relations, Economics, Information Management or any other related field.
At least 2-3 years of relevant working experience with IM or high level administrative support in a multi-cultural humanitarian environment.

Experience

Possesses sound Excel (e.g. pivot tables, functions, etc.) and SharePoint skills and is comfortable in analysing diverse datasets.
Ability to translate planning-specifications into technical briefs for information capture and analysis, and vice versa.
Excellent organizational and communication skills, disciplined and accurate personality.
Knowledge of standard office administrative practices and procedures.
Demonstrated information management skills.
Knowledge and understanding of the complexity related at regional and country-level, particular focus on refugee and IDP situations.
Proficiency in one (preferable two) languages. English is obligatory, while French is an advantage.

Interested to join? Apply now! The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates.

Please Note: "The position will be filled once we find the right candidate and the post is open for Jordanian nationals"

للتقديم على الوظيفة من خلال الموقع الأصلي

4 سبتمبر، 2022

0 11 5 دقائق