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Executive Assistant and Information Management Officer

1.00 to 10.00 Years   Beirut, Lebanon   02 Jun, 2022
International Committee of the Red Cross ICRC
1 Jobs Openings
Job LocationBeirut, Lebanon
EducationNot Mentioned
SalaryNot Mentioned
IndustryNon-profit Organization
Functional AreaNot Mentioned

Job Description

PURPOSE The Executive Assistant & IM Officer provides high-level administrative support and is in charge of information management. S/he acts as a reference person for written protocols, correspondence and standard tools. S/he also acts as the coordinator for the agenda of the Head of Delegation (HoD) and Management team, contact with external interlocutors and ensures the protocol and diplomatic image of the delegation.Minimum required knowledge & experience:

  • Minimum five years experience providing executive support in an international organization or company.
Certifications / Education required
  • University degree or equivalent certification or experience in Information Management, Business Administration or any other related subject.
  • Master?s degree is an asset.
  • Excellent command of English and/or good command of French, other languages an asset
Main Responsibilities: The Executive Assistant and IM Officer has the following functional responsibilities:
  • Ensures information flows are coherent and efficient, that institutional policies and procedures are updated and applied, and that users are properly briefed and trained.
  • Manages and monitors collaborative tools and databases, including access.
  • Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; independently manages appointments and organizes internal and external meetings and events.
  • Independently initiates, drafts, edits and finalizes correspondence, presentations and other documents.
  • Ensures that staff are briefed and/or trained on information management, written protocols and correspondence, rules on signatures and the protection, use and storage of office supplies, records management, archiving, and information-management tools; ensures staff comply with related rules and procedures.
  • Receives or supervises 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.
  • Organizes, supervises, manages and monitors the use and update of a range of collaborative tools and databases.
  • Acts as access manager in coordination with peer colleagues within the IM Team.
  • Contributes to the setting of the IM goals and priorities at the delegation in alignment with the management expectations.
  • Acts as agent for change, ensuring that users understand and embrace the need for new IM-related projects and tools.
  • Manages the Assistant & IM Officer and two Administrative Assistants.

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