PURPOSE

The Assistant & IM Officer provides administrative support and oversees information management, either independently or under the supervision of the Information Management Coordinator (if applicable). S/he acts as a reference person for written protocols, correspondence and standard tools.

RELATIONSHIP 

• Internally, is a first point of contact for all staff seeking to contact the management.
• Externally, is a first point of contact for anyone seeking to contact the management (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 Information Management Coordinator (IMCo) and other IM peers in the region.

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 ttimes.ee components of the Red Cross/Red Crescent Movement.
• 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 colleagues and line managers.
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC.
• 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

Support to the 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 Arabic and 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 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).
• 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.
• Where necessary, draws up contingency plans (as regards secretarial work, archives and information management).
• Carries out and supervises secretarial tasks (filling, photocopying, mailing, correspondence with Geneva and with sub-sites, 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. 
• Participates in the organization of visits by donors and other major figures.
• Provides support during annual planning and monitoring process.
• Prepares for meetings by arranging logistics, setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences.

Information management:

• Ensures that all electronic documents sent to the delegation’s shared mailbox and all paper document received is shared with concerned staff members.
• 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 and fostering the delegation's intranet page and knowledge communities (e.g support portal). Ensure that users know about the page and the intranet's features. 
• Is access manager for the site. 
• Ensures proper protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) and their compliance with the applicable visual identity rules.
• In charge of preparing and sending/reception of bordereaux in/out according to existing schedule

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

• Briefs systematically all new staff on above-mentioned subjects, trains regularly all users and ensures compliance with rules and procedures. 
• Trains the unit 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 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.
• 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.

ADDITIONAL DUTIES 

• Ensures the follow up of all messages and correspondence related to the work, in relation with the concerned interlocutors and/or departments.
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other interlocutors relevant to the position.
• Collects and shares information so as to improve the ICRC’s understanding of the environment, humanitarian trends and responses when relevant.
• Represents the ICRC in an appropriate way during activities, meetings and in the field and avoids any activity that may reflect negatively on the ICRC’s image.
• Takes responsibility of own professional learning and development.