Assistant and Information Management Officer

Assistant and Information Management Officer

Assistant and Information Management Officer

  • Location

    Gauteng, South Africa

  • Industry

    Employment
  • Date Posted

    3 weeks ago

  • Apply Before

    07 Jun, 2024

               image-162.png                                       Job Advertisement

 

Assistant and Information Management Officer

 

The International Committee of the Red Cross (ICRC) is a humanitarian organization that provides protection and assistance to people affected by armed conflict and other situations of violence worldwide. ICRC employs more than 20,000 staff and is present in 80 countries. The ICRC Regional Delegation for Southern Africa is looking for a suitable candidate to fill the following vacancy at its regional office in Pretoria:

 

Assistant and Information Management Officer

 

The Assistant and Information Manager Officer provides administrative support and complements information management, under the technical supervision of the ICRC Information Management Coordinator based in Nairobi and under the overall supervision of the Management of the ICRC Regional Delegation in Pretoria. S/he acts as a reference person for written protocols, correspondence, and standard tools.

 

Description of the role:

 

The incumbent performs the following duties:

 

  • Manages the appointments and organizes meetings for the delegation’s Management both between ICRC officials and with external stakeholders. 
  • Oversees the Regional Delegation’s internal and external meetings and events.
  • Drafts, reviews, compiles, edits, and finalizes correspondence, management presentations, decision-making documents, meeting minutes, and other documents; ensures information is shared among users.
  • Writes formal and informal correspondence and ensures management signs; rereads its correspondence/reports/other documents and ensures adherence to protocol and communication guidelines. 
  • Supports in compiling and drafting summaries of key meetings and regular reports. At the request of and under the supervision of the management, he-she helps manage specific projects/files.
  • Provide access to ICRC messaging and other information management platforms to all newly recruited staff members at the Regional Delegation in Pretoria .
  • Ensures that all electronic documents sent to the regional delegation’s “Shared mailbox” and all paper documents received are properly processed and distributed to concerned staff members.   
  • Manages and coordinates the flow of information in the delegation, ensuring that staff understand it and apply the appropriate institutional policies and procedures.
  • In close coordination with the Information Management Coordinator,  contributes to the implementation of all information management projects or programs.    
  • Actively participates in revising and updating information management guidelines in Pretoria Regional Delegation.
  • Ensures that all documents carrying the institution’s visual identity comply with ICRC visual identity rules  
  • Ensures 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 delegation is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation.
  • Acts as an administrative support to the Regional Delegation’s Management team. Participates in management discussions and follows up on the implementation of decisions and strategies as a member of the management or coordination team.

 

Profile - Minimum required qualification & experience:

REQUIREMENTS

  •  A university degree or diploma or equivalent training and experience in Information Science, or related areas, is an asset.

  • Capacity to represent the ICRC to high-level contacts and counterparts in the diplomatic corps.

  • Experience dealing with national authorities, and government agencies such as Ministries.

  • Minimum 3 years’ experience providing executive support in a similar position, preferably in an international organization or company.

  • Experience coordinating a team.

  • Excellent command of English, knowledge of French an asset.

  • Advanced computer skills including Microsoft Office suite, SharePoint and HCL Notes.

  • Good knowledge of Information management, records management, and project management.

  • Experience with calendar management and event/meeting planning.

  • 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 the ability to work independently with minimal guidance to drive things forward in a disciplined manner.

  • Service-orientated with experience in problem-solving and decision-making.

  • 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

 

We are looking for someone responsible and organized, with a good sense of teamwork, initiative, and respect for ICRC values. Should be able to work autonomously and be proactive. 

 

Please submit your application: CV, cover letter, and copies of qualifications by electronic mail with the mention in the subject “application to the position of Assistant and Information Management Officer to: pre_hr_services@icrc.org .

 

Only applications with all required documentation will be considered:

 

Only short-listed candidates will be contacted. The last date for receiving applications is 07 June 2024 Start date 01 July 202 4. Candidates must be South African citizens or hold valid South African work permits.