Assistant & Information Management Officer

The Assistant & Information Management Officer provides high-level administrative support and oversees information management including records acquisition, either independently or under supervision. The role involves managing correspondence, appointments, document handling, and facilitating internal coordination to support the sub-delegation's priorities.

Responsibilities

• Screening, prioritizing, and following up on requests, correspondence, and calls while maintaining an overview of the sub-delegation’s priorities.
• Organizing and managing appointments, meetings, and visits for ICRC officials, including logistical arrangements.
• Drafting, proofreading, and ensuring compliance of formal and informal correspondence, procedures, and directives with ICRC Protocol.
• Managing office supplies, stationery, and financial follow-up related to administrative needs.
• Coordinating with local authorities and external partners to maintain effective relationships.
• Ensuring proper document handling, filing, and record-keeping for management, including the maintenance of organizational charts, phone lists, and key administrative records.
• Managing and monitoring the use of collaborative tools and databases on Sub-Delegation level to facilitate information sharing.
• Acting as a focal point for records acquisition, archiving, and document preservation.
• Organizing briefings and debriefings on Sub-Delegation level for new and departing staff on information management best practices.
• Facilitating internal coordination between departments and ensuring key documents, lists, and updates are maintained.
• Ensuring timely follow-up on correspondence and approvals required for operational activities.
• Ensuring staff compliance with established procedures and policies related to information management and records handling.
• Acting as a change agent on Sub-Delegation level to promote the adoption of new tools and systems for improved efficiency.
• Monitoring compliance with ICRC branding and visual identity guidelines for letterhead, business cards, and official documents.

Requirements

• University degree or diploma or equivalent training and experience in Information Science, or related areas, is an asset.
• Minimum 3 years’ experience providing executive support in a similar position, preferably in an international organization or company.
• Experience dealing with national authorities, government agencies such as Ministries.
• Experience with calendar management and event / meeting planning.
• Excellent command of English, knowledge of French an asset.
• Advanced computer skills including Microsoft Office suite, SharePoint and HCL Notes.
• Good knowledge in Information management, records management, project management.
• Excellent interpersonal and communication skills including the ability to produce written material of a high standard without supervision.
• Strong attention to detail and ability to follow through with a high-level of accuracy.
• Outstanding organizational, prioritization, and time management skills.
• Pro-activeness to set priorities under tight deadlines.
• Critical thinking and analytical skills, sense of initiative, curiosity, and creativity.
• Energetic and perseverant with ability to work independently with minimal guidance to drive things forward in a disciplined manner.
• Good teamwork and coordination skills.
• Interest and capacity to train staff members, with pedagogical skills.
• Adaptable to a continually evolving environment.
• Proven ability to work effectively and cooperatively in a team environment.
• Must possess the ability to effectively interact with a variety of people with tact and diplomacy and work well under stressful situations.
• Strongly motivated by humanitarian work
• Must be a current permanent resident of Damazine (local candidates only).

Skills

• Executive Support
• Calendar Management
• Event Planning
• Information Management
• Records Management Projects
• Project Management
• Microsoft Office Suite
• SharePoint Development
• HCL Notes
• Written Communication
• Organizational Skills
• Time Management
• Prioritization
• Critical Thinking
• Analytical Skills
• Interpersonal Skills
• Training Delivery
• Coordination Skills
• Stakeholder Engagement

Languages

English, French