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, schedules, meetings, document lifecycles, and promoting information management policies and tools within the delegation.

Responsibilities

• Screens, prioritizes, and tracks Delegation correspondence, manages schedules, and organizes internal and external meetings including all logistical arrangements.
• Drafts, translates, and proofreads formal communications in English, ensuring full alignment with the ICRC Correspondence Manual, protocol, and visual identity standards.
• Maintains professional networks, coordinates with government offices to follow up on official letters, and updates facilitation letter details for local authorities.
• Systematically organizes briefings for incoming mobile/resident staff, debriefings for departing staff, and coordinates official visit itineraries.
• Oversees end-to-end document lifecycles—including filing, archiving, inventory control, contingency planning, and monitoring sensitive ICRC stock (headed paper, badges, pins).
• Manages collaborative tools, databases, and Delegation email boxes, while taking the lead in maintaining and promoting the local intranet page.
• Translates institutional IM policies (Data Protection, Information Security) into local guidelines, acting as a change agent to drive user adoption.
• Conducts regular briefings, refresher sessions, and workshops on correspondence, protocol, and IM tools for staff, sub-sites, and IM focal points.
• Handles routine secretarial duties, manages supply/service ordering with financial follow-ups, and ensures Delegation organizational charts and contact lists are updated.
• Serves as official coverage for the EAIMO and Administrative Assistant during absences, providing ad-hoc IM support to Sub-Delegations as needed.

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.
• Must be a current permanent resident of Kassala (local candidates only).

Skills

• Executive Support
• Calendar Management
• Event Planning
• Meeting Planning
• Information Management
• Records Management Projects
• Project Management
• Microsoft Office Suite
• SharePoint Development
• HCL Notes
• Written Communication
• Organizational Skills
• Prioritization
• Time Management
• Training Delivery
• Interpersonal Skills
• Coordination
• Tact and Diplomacy

Languages

English, French