Assistant & Information Management Officer

ABOUT THE ICRC

The International Committee of the Red Cross (ICRC) works worldwide to provide humanitarian assistance to people affected by conflict and armed violence. We act 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 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 POST

The Assistant & IM Officer contributes to the effective management of Amman Delegation, oversees information management, and provides administrative support for the Amman Delegation, with special focus to the assigned departments. 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).

ACCOUNTABILITIES AND RESPONSIBILITIES

Information management:

Information Management and User Support (60%)

Under supervision of the IMCo and in coordination with IM colleagues:

• 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.
• Timely communicates with IMCo on user needs and issues and in cases flags for follow-up.
• Organizes, supervises, manages, and monitors the use and update of a range of collaborative tools and databases, ensuring consistency of practices with other sites.
• Shoulders responsibility for records acquisition and intermediary archives processing and preservation.
• Acts as access manager in coordination with peer colleagues within the IM Team, HR, and ICT.

• Organizes, supervises, and manages the use of a range of collaborative tools (i.e., TS) and databases.
• Updates general information in the reference tools (databases or others).
• Plays the lead role in maintaining the delegation's intranet page. Ensure that users know about the page and the intranet's features.
• Contributes to implementing all information management projects or programs linked to information management in the main delegation.
• Takes part in discussion on new information management practices and, upon request of the IMCo, is involved in projects and/or contributes to the development of new information management tools including but not limited to monitoring tools.
• Is the relay of policies/guidelines/directives from the Information Management Unit.
• Sets and revises information management procedures in the delegation.
• Sets and revises the communication guidelines in the delegation.
• Draws up procedures to govern the transfer of information between sites (delegation-headquarters or other delegations; is in charge or supervises the making out/sending/reception of bordereaux in/out.
• Acts as Site Records Manager (SRM); supervises the Unit Records Managers (URM) – and possibly other users – 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 management and the IMCo.
• 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 (storage room).
• Systematically briefs all new staff on information management and organizes regular training or information sessions
• Supervises (if requested By IMCo) the work of the Administrative Assistant and Translator.

Training and support – Areas of expertise (correspondence, ICRC protocol, use of standard computer technology, document security and compliance with visual identity rules, IM tools and processes):

• Systematically briefs all new staff on above-mentioned subjects, trains regularly all users and ensures compliance with rules and procedures.
• Trains the unit and assistants (or any other person in charge) and supervises them in the application of related procedures.
• 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.
• Support to ensure that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.
• Support to ensure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules.
• Organizes trainings and information sessions based on user needs and delegation priorities.
• Organizes or contributes to the organization of national and internal IM seminars/workshops on above mentioned subjects or as requested.
• Provides thorough onboarding and training for new IM staff. Continues to provide coaching and knowledge exchange for IM staff under supervision.
• Provides support to IM relays’ through sessions and workshops on above mentioned subjects with the contribution of the IMCo.

Administrative Support (40%)

Direct Support to Management

• 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.
• Is a member of the management or coordination team; participates in discussions and follows up on the implementation of decisions and strategies.
• Flags issues and delays; produces and updates the timeline, schedule, and other tools.
• For the management, 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.
• Manages in the appointments and organizes meetings both between ICRC officials (for example the management team or PFR discussions) and with outside contacts. Deals with all logistical aspects involved.
• Takes the minutes of meetings in which decisions are to be made and tracks and follows-up the deadlines involved.
• Writes formal and informal correspondence in English for the signature of the management; rereads its correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents addressed to the management from local language to English.
• 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 them through and possible drafting an initial reply.
• Prepares files on specific themes (for briefing purposes of visitors from headquarters for example).
• Compiles and finalizes summaries and regular reports.
• Shares and files documents for the management. Creates electronic and paper files for the management, feed them with relevant documents and closes them. Put them into boxes at the end of each period and keeps an updated inventory.
• Receives or supervises the reception of visitors having appointments with the management and helps to organize receptions and other events at which protocol must be observed.
• At the request of and under the supervision of the management, he-she helps manage specific projects/files.
• Carries out and supervises administrative tasks (filling, photocopying, mailing, correspondence with Geneva and other delegations, ordering supplies, etc.)
• Upon request, updates the organization charts and lists used in the delegation or ensures that it’s done by the unit in charge for.

General Support to Operations:

• Ensures that all electronic/paper documents received on site are shared with concerned staff members.
• Ensures that all electronic documents sent to the delegation team box and all paper document received is shared with concerned staff members.
• Ensures internal and external site contacts are managed by means of ICRC-supplied tools.
• 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
• Ensures that proper procedures for order /protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.
• Is in charge or supervises bordereaux in/out (ICRC pouch).
• Where necessary, and in coordination with the IMCo, supports contingency plans for administrative work, archives, and information management.

PROFESSIONAL EXPERINCE AND EDUCATION REQUIRED

• 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.
• Possesses sound Excel (e.g. pivot tables, functions, etc.) and SharePoint skills and is comfortable in analyzing 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.
• 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.

Also, equally qualified candidates with disability are encouraged to apply.

Please Note: "Submission deadline for applications: 31st January 2023 and the post is open for Jordanian nationals"

ICRC does not charge a fee nor request any favors at any stage of the recruitment process. If the candidate is asked for any fee or service against our Code of Conduct, he/she must report to [email protected] or https://icrc.integrityplatform.org/

“Kindly be informed that the ICRC manages recruitment through the third party and doesn’t keep the files of applicants. For more information please consult the ICRC Rules on personal data protections available here.”

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