Assistant & IM Officer

WHAT WE DO

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action 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 in order 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.

OUR VALUES

At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.

PURPOSE

The Assistant and Information Management Officer based in the ICRC Belgrade Shared Services Center (BSSC) is responsible for facilitating the daily administrative and information management functioning and operations of work units, thereby ensuring the optimal performance and an efficient workflow of activities. S/he provides high-level administrative support, including handling confidential correspondence, scheduling complex meetings, and managing department-wide workstreams with the goal to reduce to a minimum the level of administrative work that is covered by division’s team.

The BSSC is looking for a suitable candidate to fill the following position:

Assistant & IM Officer

(Location Belgrade)

ACCOUNTABILITIES AND RESPONSIBILITIES  

• Supports the Africa team for the management of operations.
• Supports integration, including providing briefings of new colleagues.
• Manages agenda and organizes internal and external face-to-face or online meetings/events and manages all related aspects.
• Upon request, takes minutes of assigned meetings, drafts and/or finalizes correspondence/documents/guidelines in English and in French.
• Ensures the appropriate distribution and follow-up of relevant incoming and outgoing correspondence and documents (both internal and external).
• Coordinates the translation/proofreading of correspondence and documents.
• Helps Team members navigate HR systems and procedures.
• Supports the organization of itinerary missions/travels.
• Upon request, manages contracts for consultants, external providers, etc.: drafts contracts, prepares for signature, ensures compliance with institutional (financial) rules. Ensures invoices are followed up on and allocated to the correct cost center.
• Supports recruitment process: ensures that HR forms are compiled (creation of new roles, remapping of positions, etc.) and helps with the organization of interviews, helps managers identify the right procedures for their needs.
• Supports the expenditures and Full Time Employees control tasks.
• Supports task forces and operational crisis teams.
• Maintains Red Pulse (intranet) pages for OPS_AFRICA.
• Manages profiles, check-in, check-out for colleagues in the respective team, if needed.
• Applies Information Management framework and guidelines to ensure institutional memory, information security and business continuity.
• Monitors records management.
• Reference: NWVh9vUJcyEg5VEuVTJkLWx7sZPtsl850sPhLtaWB44.

RELATIONSHIPS

• Mainly interacts with the Deputy Regional Director in charge of the Sub-Region, three Operations Coordinators, the Head of Regional Affairs based in Nairobi and the members of the Africa Regional Management Team covering the Sub-Region.
• Also interacts with the other OPS_AFRICA team members (Regional Director, the two other DRDs, the other OpCos, the Partnerships Coordinator, the Diplomatic Advisor and the Security & Crisis Management Coordinator).
• Liaises with the EAIMO based at HQ and with the other Africa AIMO based in Belgrade.
• Interacts with the Field E/AIMOs of the Sub-Region.
• Interacts with IM Coordinator at HQ; with other E/AIMOs, with Event Officers and Administrative Assistants, as needed.
• Interacts with internal and external counterparts to exchange information or develop networks.

DESIRED PROFILE AND SKILLS

• University degree in Business Administration, Social sciences, or equivalent training along with a minimum of 3 years’ experience as an Assistant and information management officer in an international environment.
• Knowledge of standard office administrative practices and procedures.
• Computer proficiency (Microsoft Office suite a must, SharePoint is an asset).
• Excellent command of spoken and written English.
• Excellent command of spoken and written French; other languages an asset.
• Autonomous, proactive, dynamic, and solution-oriented while committed to teamwork and collective performance.
• Ability to anticipate needs and take initiative.
• Discreet and able to maintain strict confidentiality.
• Strong communicator and strong intercultural skills with high attention to details.
• Being at ease working for teams in transition and supporting colleagues remotely.

WHAT WE OFFER

• Work and progressive professional development in an exciting international environment.
• An inspiring opportunity to practice your profession in a humanitarian and multicultural organization.
• Stimulating benefits package.

ADDITIONAL INFORMATION

• Type of role: Assistant & IM Officer (800010)
• Working rate: 100%
• Location: BSSC (Tresnjinog cveta 1, Belgrade)
• Job level: B2
• Length of assignment: Open-ended
• Type of position: Resident (The vacancy is open only for persons with Serbian citizenship or personal work permit in the Republic of Serbia) 
• Deadline for applications: 01.04.2025.

The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates. 

If you are interested in this position, please send us your CV and Motivation letter in English. 

Only shortlisted candidates will be contacted.