Assistant and Information Management Officer – Athens – International Committee of the Red Cross (ICRC)
The International Committee of the Red Cross (ICRC), a neutral and independent humanitarian organization,
has a vacancy at its delegation in Athens for a resident position:
Assistant and Information Management Officer
Purpose
The Assistant & IM Officer provides administrative support and is responsible for information management, either independently or under the supervision of the Head of Delegation. S/he acts as a reference person for written protocols, correspondence and standard tools.
Main operational responsibilities
- Manages and coordinates the flow of information, ensuring that staff understand it and apply the appropriate institutional policies and procedures; sets and revises information-management and communication procedures.
- Manages and monitors collaborative spaces and databases, including access, and updates information in the reference tools; acts as a reference person for the ICRC intranet.
- Drafts, reviews, compiles, edits and finalizes correspondence, presentations, decision-making documents, minutes of meeting and other documents; ensures information is shared among users.
- For HoD, receives and screens incoming calls, welcomes visitors and manages agendas.
- Independently manages appointments and organizes internal and external meetings and events; represents the ICRC to high-level contacts and counterparts in the diplomatic corps.
- 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 delegation’s activities and takes into account its priorities and challenges when making decisions.
- Is a member of the management or coordination team; participates in discussions and follows up on the implementation of decisions and strategies.
- Sets and revises information management procedures and the communication guidelines in the delegation.
- Ensures that all electronic documents sent to the delegation teambox and all paper document received is shared with concerned staff members.
- Acts as access manager.
- Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol.
- Informs users on new information management tools and organizes regular training or information sessions on information management
- Supervises the updating of Management and other units’ inside and outside contacts by means of ICRC-supplied tools. Maintains an active professional network of use to the ICRC.
- Where necessary, draws up contingency plans (as regards secretarial work, archives and information management).
- Carries out and supervises secretarial tasks (filling, photocopying, mailing, correspondence with Geneva and with sub-sites, ordering supplies etc.)
- Ensures proper update of the organization charts and lists used in the delegation.
Ideal profile
Minimum required knowledge & experience:
- University degree
- 4 years’ work experience in a similar field
- Fluent in written and spoken English. Knowledge of French as asset.
- Teamwork skills
- Good communication skills
- Good analytical skills
- Excellent computer skills
- Interest and skills for training of users
- Ability to handle sensitive information with all required confidentiality
- Rigor and good organization in daily work
What we offer
- salary according to ICRC policy in Greece and previous experience (on 14 months basis)
- additional private health insurance
- monthly metro pass and participation to lunch tickets
- an opportunity to practice your professional skills in a humanitarian and multicultural environment
The ICRC is an equal opportunity employer and welcomes applications equally from men and women.
Please note that this vacancy is open only to nationals of Greece and to nationals of other countries with a residence and work permit in Greece.
Application process:
Please send your application (CV + Letter of motivation) in English quoting reference code “Assistant & IM Officer” in the subject line of the e-mail:
[Το send your CV please click here.]
Only short-listed candidates will be contacted.
Application deadline: 28.10.2022
