Assistant and Information Management Officer at International Committee of the Red Cross (ICRC)

OVERALL RESPONSIBILITY

The Assistant & Information management officer provides (high-level) administrative support and oversees information management, either independently or under the supervision of the Executive Assistant and Information Management Officer of regional delegation. S/he acts as a reference person for written protocols, correspondence and standard tools. S/He will be the focal person for Information Management and different ICRC digital platforms.

TASKS AND RESPONSIBILITIES

•  Contributes to the implementing of all information management projects or programs linked to information management;
• Ensures that all electronic documents sent to the delegation team box and all paper document received at the chancellery is shared with concerned staff members/departments;
• Organizes, supervises and manages the use of a range of collaborative tools and databases;
• Organizes regular training or information sessions on information management;
• Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol;
• Manages and coordinates the flow of information and its application and compliance by all staff; sets and revises information-management and communication procedures
• Drafts, reviews, compiles, edits and finalizes correspondence, presentations, decision-making documents, meeting minutes and other documents; ensures information is shared among users;
• Acts as Access Manager for Logistics Support Centre in Nairobi and Mombasa;
•  Briefs all staff on information management, trains regularly all users and ensures compliance with rules and procedures;
• Maintenance and management of archives for Logistics Support Centre (LSC) and Mombasa Office (MOM);
• Explains, applies and ensures application of the procedures for intermediary archiving of electronic and paper documents;
• Provides support to management by organizing appointments and meetings both internally and externally;
• Updates the organization charts and other forms and lists used in the Logistics Support Centre;
• Filters & assigns a priority to requests and documents sent to the management;
• Independently manages appointments and organizes internal and external meetings and events;
• Assists the management by updating the timeline, schedule and other tools;
• Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the LSC's activities and takes into account its priorities and challenges when making decisions;
• Writes formal and informal correspondence in English ensures adherence to protocol and communication guidelines; if needed, translates documents addressed to the management from local language to English;
• Prepares files for briefing purposes, briefs all new staff, trains all users ensuring compliance with rules and procedures;
• Receives or supervises the reception of visitors having appointments with the management and helps to organize receptions and other events at which protocol must be observed;
• Coaches and supervises staff within his/her team.

MINIMUM REQUIREMENTS AND COMPETENCIES

• Degree in Information Management or equivalent;
• At least 3 years work experience in related function
• Knowledge of main Information Management systems and excellent command of Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) and digital tools (MS SharePoint, Jive Communities, IBM Lotus Notes);
• Excellent command of written and spoken English;
• Target oriented, ability to work independently with minimal supervision, take initiative and make decisions;
• Attentive to details, rigorous with high sense of confidentiality and integrity;
• Must be a Kenyan Citizen.

Closing: 13 July 2022