Assistant and Information Management 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 Belgrade Shared Services Center (BSSC) is looking for suitable candidates to fill two open positions:

The Assistant and Information Management Officer (AIMO) will be responsible for facilitating the daily functioning and operations of the Movement, Mobilization, and Partnership units (TRAK and REM), thereby ensuring the optimal performance of the units and an efficient workflow of activities. The position will be dedicated to several teams in Geneva that the postholder will be supporting directly.

The second role is responsible for facilitating the daily administrative and information management functioning and operations of the Department of Support and Digital Transformation, 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 department.

Accountabilities & Functional responsibilities

• Screen, prioritize, dispatch and follow up incoming calls for the management.
• Manage agenda, prepare documents, organize meetings, take MoMs and share.
• Support team members with complex travel arrangements.
• Coordinate the unit’s holiday absences and other calendars.
• Finalize, draft and format general correspondence and other documents.
• Welcome new staff and organize onboarding.
• Train division members on different tools and answer to ad-hoc questions on processes.
• Follow-up requests with the maintenance service and IT (order equipment, office name tags, etc.).
• Process invoices: ensure that necessary documents are provided; monitor payment; liaise with the finance department; ensure that invoices are allocated to the correct cost center, etc.
• Produce monthly unit / division updates or newsletters.
• Manage external subscriptions, contracts, invoices, renewals, accesses.
• Create and update infographics, org charts, presentations, catalogue of services, SOPs, templates.
• Prepare or finalize Power Point presentations and coordinate briefing files for meetings with donors. 
• Organize internal and external meetings and events, including with donors and key interlocutors.
• Supervise and monitor the IM practices of the unit and use of IM tools.
• Ensure a proper records management of documents, notably contracts and other relevant documents.
• Participate in IM trainings and deliver the acquired knowledge.
• Manage and monitor collaborative tools and databases, including access, and ensure that information is updated in the reference tools.
• Manage profiles, check in, check out for colleagues in the respective team.
• Take on other tasks as required.

Professional Experience required / Certifications / Education required

• University degree in Business Administration, Social sciences, or equivalent training/experience
• Three years experience as an Assistant and information management officer in an international organization or company; experience in a humanitarian organization would be considered an asset
• Experience in working in multicultural and diverse teams would be considered 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, French language is an asset
• 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

Additional information

• Type of role: Assistant & IM Officer (800010)
• Working rate: 100%
• Location: BSSC (Tresnjinog cveta 1, Belgrade)
• Job level: B2
• Length of assignment: Open-ended
• Type of position: Resident – 2 open positions (The vacancy is open only for persons with Serbian citizenship or personal work permit in the Republic of Serbia)
• Application deadline: 30.04.2024.

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

Only short-listed candidates will be contacted.

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
• Stimulating benefits package