Assistant & IM Officer-ICRC Tunise عودة إلى الفرص

MAIN TASKS

Information management

·     Under the supervision of the Executive Assistant and IM Officer, contributes to the establishment and implementation of information management procedures in the delegation and her area of responsibility.

·     Organizes training or information sessions on IM and new tools.

·     Ensures that users understand the need for changes and supports these changes.

·     Ensures that all documents received at the delegation are shared with respective staff members and are delivered in time.

·     Manages the use of a range of collaborative tools in use within the delegation and updates general information in the reference tools (databases, collaborative spaces, etc.).

·     Ensures that all documents in Arabic are translated in English and securely filed in collaborative tools.

Training and support – Areas of expertise (correspondence, ICRC protocol, use of standard computer technology, document security, filling intermediary archiving and compliance with visual identity rules)

Upon request and under the supervision of the Executive Assistant and IM Officer who assumes the final responsibility:

·    Briefs systematically all staff on IM, and trains regularly all users and ensures compliance with rules and procedures.

·    Is Access Manager” and informs users on new information management tools and access, in collaboration with the Executive Assistant and IM Officer if needed.

·    Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; Applies IM instructions and ensures compliance with procedures, including in terms of training users when needed.

·    Contributes to the training of LSU department assistants and supervises them in the application of related procedures. Contributes to the training of the IM team/focal person in sub-sites.

·    Keeps her knowledge and skills up to date on standard computer technology (e-mail, information-sharing, records-management, intranet, etc.), self-trains and adapts herself as needed to support changes of practice and technology; passes on her knowledge (training, sending tips, etc.).

·    Ensures that proper procedures – laid down by the Executive Assistant & IM Officer – for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) are respected and makes sure that the letterhead stationery, business cards, signatures, etc. comply with the applicable visual identity rules.

·    Is the relay of policies/guidelines/directives passed down by the Executive Assistant and IM Officer and brings problems to his/her attention and acts as “focal point” in information management for all department assistants in LSU.

Support to the management

·     For the management, ensures that inside and outside contacts are well managed by means of ICRC-supplied tools. Manages Calendars of the management, upon request.

·     Occasionally participates and takes the minutes of meetings in which decisions are to be made and tracks and follows-up the deadlines.

·     Writes formal and informal correspondence in English and/or Arabic for the signature of the management; rereads its correspondence/reports/other documents and ensures optimum lay-out.

·     Carries out secretarial tasks (filing, photocopying, scanning, mailing, etc.).

·     Compiles and finalizes summaries and regular reports.

·     Distributes all electronic documents sent to the delegation and all paper documents received at the IM Office, scans and shares the information with concerned staff members. Responds to standard messages. Ensures follow-up. Keeps files up-to-date at all times and ensures a proper records management.

·     Replaces the Executive Assistant and IM Officer.

REQUIRED PROFILE

A successful candidate will have:

·     Diploma or first university degree (bachelor or equivalent) in a related field

·     Professional experience in a similar position of 3 years minimum

·     Arabic native language and excellent command of written and spoken English

·     Very good knowledge and at ease with standard computer tools (MS Office) and information systems.

A successful candidate will:

• Most important prerequisites for the position, such as diplomas, experience, languages…

As an asset, the successful candidate may also:

• Needed soft skills for the position, such as flexibility, interest for Humanitarian…