The International Committee of the Red Cross (ICRC) is a neutral and independent international humanitarian organisation, which assists and protects victims of armed conflicts and other situations of violence. The ICRC is currently looking for staff for its operations in Moldova.
- By joining our organization, you will have an opportunity to practise your profession in stimulating, complex, and sometimes challenging environments, where your work can make a difference.
- You will work with colleagues from various fields of expertise in a cross-cutting manner to help victims of conflict and other situations of violence. You will be dealing with humanitarian situations that require experience, resourcefulness, and innovation to achieve the best possible impact.
- You will work for the oldest major international humanitarian organization in the world, adding to your sense of achievement in alleviating the suffering of people and communities and giving you the chance to promote humanitarian values in these turbulent times
- You will benefit from a competitive employment package, including different possibilities for career and personal development. You will take part in an onboarding course and follow continuous training, to build your career within the ICRC and beyond.
- The competitive compensation package is a monthly salary with social security benefits.
Duty Station: Moldova - Chisinau
Reports to: Head of Delegation
Duration of Contract: 1 year fixed term contract (with the possibility of renewal based on needs and performance and Budget availability).
The Assistant & IM Officer provides administrative support and is responsible for information management, either independently or under the supervision of the Executive Assistant & IM Officer. He /She is especially attached to the Deputies Head of Delegation.
ACCOUNTABILITIES AND RESPONSIBILITIES
- In close coordination with the IMCo and his/her Line Manager contributes to the implementation of institutional frameworks, strategies, projects and/or programs linked to information management in the main delegation and/or sub-site(s). Acts as an facilitator for change, ensuring that users understand and embrace the need for new IM-related projects and tools. Provides feedback and information on users’ needs.
- Organizes, supervises, manages and monitors the use and update of a range of collaborative tools and databases, contributes to ensuring consistency of practices across sites.
- Ensures institutional guidelines are respected by all departments for records acquisition and intermediary archives processing and preservation.
- Acts as access manager in close coordination with peer colleagues within the IM Team, HR and ICT.
- Briefs systematically all new staff on IM principles and related topics.
- Provides regular trainings to all users and IM relays (or any other person in charge) on specific tools and procedures and monitors the effectiveness of their acquired knowledge.
- As a part of Global Support provides workplace support and basic troubleshooting to site computer users. If beyond his/her capacity to solve the ticket, escalates it to respective IM/ICT in charge or to the Service Desk. Might support users from other sites within the delegation.
- Direct Support to Management
- When requested by the Management, participates in discussions and follows up on the implementation of decisions and strategies.
- When needed, takes minutes of meetings and follows up on the action points, produces and/or updates reports and thematic files.
- When requested by the Management, manages appointments and organizes meetings both with ICRC colleagues (briefings, periodic and ad hoc meetings) and with outside contacts. Might receive or supervise the reception of Management’s visitors and helps to organize events at which protocol must be observed, including visits by donors and other major figures (all logistical aspects involved).
- Might draft formal and informal correspondence, procedures and directives in English for the signature of the management; proofreads correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents from local language to English and/or liaises with translators.
- Keeps track of management files and can retrieve them upon request.
- Ensures that all electronic/paper documents received on-site are shared with concerned staff members.
- Ensures internal and external site contacts are managed by means of ICRC-supplied tools.
- Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; proposes solutions in cases of contradiction between the rules and local practices; ensures that all correspondence concerned by these rules that leaves the site is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff.
- Ensures that proper procedures for order /protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.
- Is in charge or supervises bordereaux in/out (ICRC pouch).
- Where necessary, and in coordination with the IMCo, draws up contingency plans for secretarial work, archives, and information management.
- Ensures field operational movements are duly notified to the concerned internal and external stakeholders through standard procedures.
- University degree
- 3 - 5 Years as an assistant in an International Organization/Company
- Good command (spoken and written) of English.
- Proficiency in MS Office applications, including Word, Excel, and PowerPoint.
- Teamwork and collaboration.
- Representing the ICRC.
- Beneficiary & Client focused.
ICRC DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS INCLUDING (APPLICATION, INTERVIEW MEETING, OR PROCESSING).