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Assistant and Information Management Officer

Međunarodni komitet Crvenog krsta

Beograd

11.03.2021.

ugovor puno radno vreme dostupno osobama sa invaliditetom online intervju za posao

The International Committee of the Red Cross (ICRC) is a neutral, impartial and independent humanitarian organization that works to protect and assist people affected by armed conflict and other situations of violence. To find out more about ICRC mission and its activities visit www.icrc.org

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

The Belgrade Shared Services Center is looking for suitable candidates of different seniority levels to fill the following position: Assistant and Information Management Officer, (location Belgrade)

MAIN TASKS

Team support:

  • Manages agendas, daily schedules and appointments, organizes unit meetings and coordinates different calendars
  • Drafts, formats and finalizes general correspondence and other documents
  • Participates in the unit’s meetings, records the main decision points (MoM) and treats them as per information management procedures
  • Supports team members with travel arrangements (booking, travel itineraries, etc) as well as welcomes new staff (organization of briefings, equipment and access badges, etc.)
  • Follows up requests with the maintenance service and IT
  • Manages consultancy contracts process: reviews contract, prepares for signatures and ensures compliance to institutional (financial) rules
  • Processes invoices: ensures the necessary supporting documents are provided and correct; liaises with the finance department and monitors payments
  • Trains unit’s members on different tools (e.g. expense claims system) and answers to ad-hoc questions on processes, tools, etc.
  • Produces monthly unit/division updates or newsletters

Event and donor management:

  • Prepares or finalizes PowerPoint presentations and coordinates briefing files for meetings with donors
  • Organizes internal and external meetings and events including with donors and key interlocutors in coordination with team members based in Geneva

Information management (IM):

  • Is the focal point for IM related subjects in the unit and the relay of the IM policies/guidelines/directives
  • Participates in IM training and delivers the acquired knowledge to the unit team members, including the IM briefing for newcomers
  • Assures a proper records management of all documents as well as files, organizes and retrieves documents in TeamSpace
  • Supports the unit with the activity of file referencing in the appropriate tool (classifies e-mail, supports the configuration of automatic acquisition of information, etc.)
  • Updates the unit intranet page, organizational charts and other documents

REQUIRED PROFILE

  • University degree in Business Administration, Social sciences or equivalent training along with a minimum of three years’ experience as an Assistant and information management officer in an international organization or company, humanitarian organization an asset
  • Knowledge of standard office administrative practices and procedures
  • Computer proficiency (Microsoft Office suite a must, SharePoint is an asset)
  • Excellent verbal and written English skills
  • Fluency in any of the following languages is a distinct advantage: French, German, Spanish, Russian or Arabic
  • 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

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

Only shortlisted candidates will be contacted.

    Medjunarodni komitet Crvenog krsta

    • Srbija, Beograd, Vladimira Popovica 38
    • PIB: 102474882
    • Matični broj: 17744968
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