Senior Assistant and Information Management Officer

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 Senior Assistant and Information Management Officer (AIMO) provides administrative support to BSSC Management and is accountable for information management in the structure. S/he acts as a reference person for written protocols, correspondence and standard tools.

Reporting to the Head of structure, the AIMO is part of the Support team and ensures reliable management of information, coherent and timely communication, and high-level administrative support to Management.

S/he contributes to the effectiveness of the Service Centre as a focal point for ICRC intranet, SharePoint (Team Spaces), Lotus Notes (including STMs), Jive (ICRC Communities), and various general databases, coordinating with Regional and HQ counterparts to relay policies, guidelines and instructions to relevant staff. S/he efficiently manages the agenda of the Head of structure, 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.

The Belgrade Shared Services Center is looking for a suitable candidate to fill the following position:

Senior Assistant and Information Management Officer

(location Belgrade)

MAIN TASKS

A)      Information Management (IM)

• Manages information flow to and from BSSC, keeping it up with evolving technologies and ensuring both fast access to essential information and compliance with ICRC information management requirements
• Sets and revises IM and communication rules and procedures
• Keeps regular contact with HQ IM advisor in charge, Regional IM staff and IM officers based in BSSC as well as IM peers in Belgrade Delegation and other Shared Service Centre(s) (typically Manila)
• Manages, implements and monitors projects related to IM promotion and awareness
• Manages and monitors collaborative spaces and databases, including structure and access, and updates information in reference tools; acts as a reference person for the ICRC intranet
• Acts as the Access Manager for BSSC Team Space(s), STMs and various databases
• Contributes to IM promotion documents initiated with IM Advisor and regional IM staff, as well as to Cyber security awareness
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B)      Support for the BSSC Archive Management

• Assures the role of focal point for records/archive management for the Center
• Coordinates with BSSC units IM staff when necessary
• Participates in projects linked to the archiving of documents and suggests process improvements in coordination with the BSSC Administration Team
• Coordinates archiving operations (i.e. storage, scanning) with external suppliers as needed
• Manages and updates the Center’s guidelines or standard operating procedures for Records management and information archiving

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

• Briefs and trains staff on usage of collaborative spaces based on SharePoint and the above-mentioned subjects as needed
• Maintains a database of BSSC users’ IM training history
• Supports and supervises BSSC units in the application of related IM procedures, with greater attention to filing plan and archive inventory management
• Informs the Center’s users of new information management tools such as through regular newsletters
• Provides technical support or guidance in troubleshooting for BSSC users as needed

D)      Administrative Support to Head of BSSC and HR department

• Manages the agenda of the Head of BSSC as needed as well as assists the Head of BSSC in monitoring institutional information and important milestones
• Schedule interviews and meetings as requested by the Support Management team (including HR and F&A)
• Organizes missions for the BSSC Support team members as needed (planning, logistics and administrative follow-up) in coordination with the welcome officer (flights, visa, hotels) and with structures of the visited contexts
• Organizes reception of high-level visitors, including protocol-related aspects along with regular visits of BSSC as needed
• Assists BSSC Management and HR Department in updating specific files such as statistics on the entire BSSC headcount, milestones, timelines, organizational charts, etc.
• Independently drafts, compiles, and finalizes correspondence, presentations, decision-making documents, meeting minutes and other documents; ensures information is shared

E)      Support for the BSSC Support Team

• Manages internal communication (i.e. Intranet pages, newsletters, SMS blasts for important advisories) on behalf of Management, in collaboration with the IM officer(s) from other Shared Service Centre(s) to improve global consistency
• Independently organizes meetings and events, predominantly for internal audiences up to 300 participants and prepares background documents and speaking points
• Contributes to branding regular activities aiming to promote ICRC Shared Service Centres in collaboration with other Shared Service Centre(s) IM officer(s) and with HQ Global Shared Service Centre (GSS) program
• Participates in Management Meetings and key events (working groups and task force meetings) and taking minutes of meetings / summarizing of action points, follows up on the implementation of decisions and strategies, flags issues and delays, and makes reports upon request
• Proposes process improvement and participates in projects as needed
• Coordinates with Belgrade Delegation where necessary
• Assists the Business Continuity Plan (BCP) group, (in the COVID context) and any other crisis team

REQUIRED PROFILE

• University degree or advanced technical certificate along with at least 3 years work experience in related function
• Advanced computer skills, including Microsoft Office suite and SharePoint
• Enterprise Content Management Certification is an asset
• Very good command of written and spoken English
• Autonomous, proactive and dynamic, with a strong sense of initiative
• Committed to teamwork and collective performance
• Emotionally intelligent, can respond to subtle cues and react with situational appropriateness
• Understands that good communication, respect, and trust are the foundation of a smooth working relationship
• Adaptable with a solution-oriented mindset
• Strong organizational skills as well as excellent attention to detail and problem-solving skills

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. Incomplete application will not be considered.