Executive Assistant and Information Management Officer

PURPOSE

The Executive Assistant & Information Management (IM) Officer provides high-level administrative support and is in charge of information management. S/he acts as a reference person for written protocols, correspondence and standard tools.

As the Executive Assistant and Information Management officer for the MSSC, s/he is:

• Reporting to the Manager of the Manila Shared Services Center (MSSC), the EA and Information Management Officer, reinforces the smooth functioning of the MSSC Support team by ensuring reliable management of information, coherent and timely communication, and providing high level administrative support to management.
• Is mainly accountable for the information and data management of the center, and contributes to the effective operations of the Manila Shared Service Center as focal point for SharePoint, Lotus Notes, Communities/Jive, and various databases, and coordinates with Regional and HQ counterparts to relay policies, guidelines and directives.
• S/he efficiently manages the agenda of the Manager, independently organizes meetings and events, drafts presentations, correspondences and internal messages, as well as carries out research to support the leadership team’s decision processes.

RELATIONSHIPS

• 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.

ACCOUNTABILITIES AND RESPONSIBILITIES

• Works with the Information Management Adviser to set goals and priorities and determine the resources required (technical or relays) to achieve the objectives of the Information Environment Strategy; ensures that all related projects and programs are implemented, considering the specificities of different contexts.
• Ensures information flows are coherent and efficient, that institutional policies and procedures are updated and applied, and that users are properly briefed and trained.
• Manages and monitors collaborative tools and databases, including access, and ensures that information is updated in the reference tools; acts as a reference person for the ICRC intranet.
• Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; independently manages appointments and organizes internal and external meetings and events; represents the ICRC to high-level contacts and counterparts in the diplomatic corps.
• Is a member of a management or coordination team and participates in discussions, follows up on the implementation of decisions and strategies; flags issues and delays; produces and updates the timeline, schedule and other tools.
• Independently initiates, drafts, edits and finalizes correspondence, presentations and other documents; prepares briefing files.
• Ensures that staff are briefed and/or trained on information management, written protocols and correspondence, rules on signatures and the protection, use and storage of office supplies, records management, archiving, and information-management tools; ensures staff comply with related rules and procedures.

SELECTION REQUIREMENTS

• Minimum five years’ experience providing executive support in an international organization or company.
• Experience coordinating a team and in project management.
• University degree or equivalent certification or experience; Masters degree an asset.
• Excellent command of English and/or good command of French
• Advanced computer skills, including Microsoft Office suite, SharePoint and IBM Lotus Notes.
• Enterprise Content Management certification.

WHAT WE OFFER

• Dynamic and fast-growing organization
• Access to further in-house and/or external training
• Flexible work schedule
• Humanitarian endeavour and international environment