PURPOSE<\/strong><\/p>\n

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).<\/p>\n

The Assistant & IM Officer works under the supervision of the IM Coordinator and the Head of Regional Affairs.<\/p>\n

RELATIONSHIP<\/strong><\/p>\n

\n
• Internally, provides support to the Head and Deputy Head of Regional Affairs as well as to RRN staff in other departments.<\/li>\n
• 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.<\/li>\n
• Liaises with the Information Management Coordinator (IMCo) and with IM peers in Amman and provides coverage for them when needed and required.<\/li>\n
• In absence of other AIMOs, provides coverage support according to delegation of tasks matrix.<\/li>\n<\/ul>\n

  GENERAL DUTIES<\/strong><\/p>\n

  \n
  • Understands and adheres to the 7 Fundamental Principles of the Red Cross\/Red Crescent Movement;<\/li>\n
  • Understands and adheres to the ICRC Code of Conduct;<\/li>\n
  • Understands the three components of the Red Cross\/Red Crescent Movement;<\/li>\n
  • Knows the objectives and activities of the delegation;<\/li>\n
  • Respects and observes staff regulations and security rules at all times;<\/li>\n
  • Represents the ICRC in a professional manner at all time;<\/li>\n
  • Develops and maintains a pleasant and conducive working environment with team members, colleagues and line managers;<\/li>\n
  • Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC;<\/li>\n
  • Take responsibility of own professional learning and development;<\/li>\n
  • 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.<\/li>\n<\/ul>\n

    ACCOUNTABILITIES AND RESPONSIBILITIES<\/strong><\/p>\n

    Administrative Support<\/strong> (40%)<\/p>\n

    Direct Support to Management and the RRN<\/p>\n

    \n
    • Supports the RRN to ensure a coordinated and consistent workflow.<\/li>\n
    • Attends meetings and prepares MoMs; tracks and follows-up on deadlines involved upon request.<\/li>\n
    • Prepares internal and external meetings by arranging logistics, setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences.<\/li>\n
    • Carries out and supervises administrative tasks (filing, photocopying, mailing\u2026)<\/li>\n
    • Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the Regional Resource Network\u2019s activities and takes into account its priorities and challenges when making decisions.<\/li>\n
    • 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.<\/li>\n
    • Flags issues and delays; produces and updates the timeline, schedule and other tools.<\/li>\n
    • 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. <\/li>\n
    • 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.<\/li>\n
    • 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.<\/li>\n
    • Compiles and finalizes summaries and regular reports.<\/li>\n
    • Shares and files documents for the Head of Regional Affairs using the appropriate tools.<\/li>\n
    • At the request of and under the supervision of the Head of Regional Affairs, he-she helps manage specific projects\/files.<\/li>\n
    • 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<\/li>\n
    • Ensures that proper procedures for protection\/use\/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.<\/li>\n<\/ul>\n

      Information Management: <\/strong>(60%)<\/p>\n

      In close coordination with the IMCo:<\/p>\n

      General Information Management:<\/p>\n

      \n
      • 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\u2019 needs..<\/li>\n
      • Organizes, supervises and manages the use of a range of collaborative tools (i.e. TS) and databases for the Regional Resource Network.<\/li>\n
      • Promotes and monitors IM and RRN tools.<\/li>\n
      • Is the relay of policies\/guidelines\/directives from the Information Management Unit for the RRN.<\/li>\n
      • Plays the lead role in maintaining the Regional Resource Network\u2019s Intranet and Communities pages. Ensure that users have knowledge and proactively use tools.<\/li>\n
      • Manages accounts and access to information tools for the members of the RRN, in collaboration with IMCo and IM peers in Amman.<\/li>\n
      • Acts as Site Records Manager (SRM) for the RRN\u2013 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.<\/li>\n
      • Updates general information in the reference tools (databases or others).<\/li>\n
      • 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.<\/li>\n
      • Ensures that users understand the need for changes and supports these changes.<\/li>\n<\/ul>\n

        Information Processing and Analysis<\/p>\n

        \n
        • Assist in the implementation of standardized information management policies, IM tools and information products.<\/li>\n
        • 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.<\/li>\n
        • Assist in providing Information Management services to support monitoring activities in areas of information capture, flows, dissemination, processing, analysis.<\/li>\n
        • Create visual information products for information utilization and decision-making for the RRN and internal dissemination.<\/li>\n<\/ul>\n

          Training and support \u2013 Areas of expertise <\/strong><\/p>\n

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

            Requirements<\/strong><\/p>\n

            Education<\/p>\n

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

              Experience<\/p>\n

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

                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.<\/em><\/strong><\/p>\n

                Please Note: "The position will be filled once we find the right candidate and the post is open for Jordanian nationals"<\/p>\n

                \u0644\u0644\u062a\u0642\u062f\u064a\u0645 \u0639\u0644\u0649 \u0627\u0644\u0648\u0638\u064a\u0641\u0629 \u0645\u0646 \u062e\u0644\u0627\u0644 \u0627\u0644\u0645\u0648\u0642\u0639 \u0627\u0644\u0623\u0635\u0644\u064a<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

                PURPOSE<\/p>\n

                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).<\/p>\n

                The Assistant & IM Officer works under the supervision of the IM Coordinator and the Head of Regional Affairs.<\/p>\n

                RELATIONSHIP<\/p>\n

                \tInternally, provides support to the Head and Deputy Head of Regional Affairs as well as to RRN staff in other departments.
                \n\tExternally, 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 represent..<\/p>\n","protected":false},"author":2,"featured_media":40604,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_ti_tpc_template_sync":false,"_ti_tpc_template_id":"","spay_email":"","footnotes":""},"categories":[43,3],"tags":[],"class_list":["post-69348","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-_","category-3"],"jetpack_featured_media_url":"https:\/\/wathefty.com\/jobs\/wp-content\/uploads\/2022\/07\/\u0648\u0638\u0627\u0626\u0641-\u0627\u0644\u0623\u0631\u062f\u0646.png","_links":{"self":[{"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/posts\/69348","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/comments?post=69348"}],"version-history":[{"count":0,"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/posts\/69348\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/media\/40604"}],"wp:attachment":[{"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/media?parent=69348"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/categories?post=69348"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/wathefty.com\/jobs\/wp-json\/wp\/v2\/tags?post=69348"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}