Assistant & IM Officer

What we do

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

Our Values

At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this

Purpose

The Assistant and Information Management Officer in the Security and Crisis Management Support Unit, based in the ICRC Belgrade Shared Services Center (BSSC) is responsible for facilitating the daily administrative and information management functioning and operations of work units, thereby ensuring optimal performance and an efficient workflow of activities. S/he provides high-level administrative support, including handling confidential correspondence, scheduling complex meetings, and managing department-wide workstreams to reduce to a minimum the level of administrative work that is covered by the division’s team.

Accountabilities & Functional responsibilities

ADMINISTRATIVE & SUPPORTIVE TASKS

• Supports the organization of meetings and events for the respective team.
• Processes invoices and ensures the necessary supporting documents are provided and correct.
• Supports recruitment process and ensures that HR forms are compiled.
• Trains unit’s members on different tools and answers to ad-hoc questions on processes, tools, etc.

INFORMATION MANAGEMENT (IM)

• Is the focal point for IM related subjects in the unit and the relay of the IM policies/guidelines/directives.
• Manages and monitors collaborative tools and databases, including access, and ensures that information is updated in the reference tools.
• Manages profiles, check ins, check outs for colleagues in the respective team.
• Participates in IM training and delivers the acquired knowledge to the unit team members, including the IM briefing for newcomers.
• Assures a proper records management of all documents as well as files, organizes and retrieves documents in TeamSpace.
• Supports the unit with the activity of file referencing in the appropriate tool (classifies e-mail, supports the configuration of automatic acquisition of information, etc.)
• Updates the unit intranet page, organizational charts, and other documents.
• Supports change management.

ADDITIONAL TASKS

• Act as reference person for area of responsibilities.
• Participate in improvement of tools, processes and documentation and contribute to the optimization of strategies and processes.
• Contribute to the standardization of reporting tools and processes.
• Organize training sessions according to the needs of area of responsibility.

Professional Experience required / Certifications / Education required

• University degree in Business Administration, Social sciences, or equivalent training along with a minimum of three years’ experience as an Assistant and information management officer in an international organization or company, humanitarian organization an asset.
• Knowledge of standard office administrative practices and procedures.
• Computer proficiency (Microsoft Office suite a must, SharePoint is an asset).
• Excellent verbal and written English skills; French is a strong asset.
• Fluency in any of the following languages is a distinct advantage: German, Spanish, Russian or Arabic.
• Autonomous, proactive, dynamic, and solution-oriented while committed to teamwork and collective performance.
• Ability to anticipate needs and take initiative.
• Discreet and able to maintain strict confidentiality.
• Strong communicator and strong intercultural skills with high attention to details.
• Being at ease working for teams in transition and supporting colleagues remotely.

What we offer

• Work and progressive professional development in an exciting international environment
• An inspiring opportunity to practice your profession in a humanitarian and multicultural organization
• Remote/hybrid work
• Stimulating benefits package

Additional information

• Type of role: Assistant & IM Officer (800010)
• Working rate: 100%
• Location: BSSC (Tresnjinog cveta 1, Belgrade)
• Job level: B2
• Length of assignment: Fix-term contract ( maternity leave replacement)
• Type of position: Resident  (The vacancy is open only for persons with Serbian citizenship or personal work permit in the Republic of Serbia)
• Application deadline:  11.12.2024.     

The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates.

If you are interested in this position, please send us your CV and Motivation letter in English.

Only shortlisted candidates will be contacted.