Background
The ICRC is an independent, neutral organization ensuring humanitarian protection and assistance for victims of armed conflict and other situations of violence. It takes action in response to emergencies and at the same time promotes respect for international humanitarian law and its implementation in national law.
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Purpose
The purpose of this position is to fulfil the role of executive assistant to the Head of the Delegation for Cyberspace in Luxembourg, as well as to oversee and be responsible for the information management of the Delegation. As such, the Assistant also acts as a reference person for written protocols, correspondence, and standard information management, planning and reporting tools.
The Assistant is also responsible for providing basic HR administrative support and will work closely with the HR Responsible.
Accountabilities & Functional responsibilities
Administrative/executive support:
- Supports implementation of projects and programmes as per the Head of Delegation’s request.
- Supports organization of high-level visits (programs, briefing files, etc) or conferences as per the Head of Delegation’s request. Receives and screens incoming calls, welcomes visitors and manages the Head of Delegation’s agenda and travel.
- Independently manages appointments and organizes internal and external meetings and events; represents the ICRC to high-level contacts and counterparts.
- Assists the Head of Delegation by managing and updating timelines, schedules, and other management tools.
- Prepares for management meetings by setting up rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
- Independently carries out complex secretarial tasks.
Additional Responsibilities
HR:
- Administration of recruitment activities, such as liaising with candidates, setting up interviews, organizing tests, etc…
- Staff onboarding and exit administration.
- Supporting in the design of induction programmes.
- Administrative follow-up on HR-related issues such as: staff time-off management, monitoring training compliance, following up with shared services etc…
Information Management:
- In charge of information management in the delegation. Manages and coordinates the flow of information, ensuring that staff understand it and apply the appropriate institutional policies and procedures.
- Ensuring correct handling of confidential information.
- Ensures staff are briefed and/or trained on information management.
- Manages and monitors collaborative spaces and databases.
- Supports the Head of Delegation in the coordination and organization of institutional planning and reporting processes.
- Drafts, reviews, compiles, edits and finalises correspondence, presentations and other documents.
People management responsibilities
No
Scope & Impact
Geographical remit: Luxembourg
Relationships
Internally: Works in close collaboration with the Head of Delegation and with the Finance and Administration Manager. Interacts also with staff at ICRC Headquarters in Geneva and in other ICRC delegations in the field.
Sets objectives and priorities and determines what resources are required to implement the ICRC’s Information Environment Strategy in the Luxembourg Delegation, in collaboration with the Region Information Management Coordinator.
Externally: Responds to non-standard enquiries where necessary, interacts with commercial providers and liaise with State administrations.
Certifications / Education required
Essential
- University degree or equivalent training or experience.
- Three or more years’ experience in administrative support roles.
- Excellent command of English and good command of French.
- Advanced computer skills, including Microsoft Office suite, SharePoint.
Desirable
- Experience in working for an international organisation or a humanitarian organization an asset.
- Cybersecurity knowledge an asset.
Desired profile and skills
- Strongly motivated by humanitarian work.
- Able to work under pressure in a potentially dangerous environment.
