Japan: Assistant and Information Management Officer (75%)

The Delegation of the ICRC in Japan is looking for a talented Assistant and Information Management Officer (75%). This position provides high level administrative support to the Head of Delegation and eases decision-making processes by helping to establish and organize priorities in accordance with the delegation's goals. S/he will be responsible for the information management of the whole delegation ensuring a coordinated and consistent document and work flow and act as the focal person for written protocols, correspondence and computer tools such as SharePoint, Lotus Notes databases and web-based applications.

S/he will report directly to the Head of Delegation and will be in continuous contact with staff in all departments.

Responsibilities:

• Support to the Management:In coordination with the Head of Delegation based in Tokyo
• Manages appointments and organizes meetings for the Management with outside contacts. Deals with all logistical aspects involved. Also organizes and controls the Management’s calendar and activities.
• Provides ad-hoc assistance to the Delegation’s priority activity.
• Is in charge of daily petty cash handling.

Information Management:

In coordination with the Information Management Coordinator based in Bangkok:

• Manages and coordinates a coherent and efficient flow of information in the delegation, ensuring that policies, procedures and directives are applied by all staff members.
• Writes and revises information management and communication procedures.
• Sets goals and priorities and determines the resources required to achieve the objectives based on the Information Management strategy.
• Implements, manages and monitors projects and programs related to the Information Environment strategy; briefs and trains staff.
• Ensures information (electronic and paper documents) is shared among staff members.
• Manages and monitors computer tools such as SharePoint, databases (IBM Lotus Notes), Web-based application, including access rights and policy, and updates information in these reference tools; acts as a reference person for the ICRC intranet.
• As a member of the Management and Coordinators team, participates in discussions, organizes internal meetings, writes meeting minutes; follows up on the implementation of decisions and strategies; flags issues and delays.
• Independently initiates, drafts, edits and finalizes correspondences, presentations, decision-making documents, and other documents; prepares briefing files.
• Acts as reference person for all written correspondence/documents ensuring protocol is applied.
• Oversees the distribution of mails, appointments for the Head of Delegation, assists with the organization of external meetings and events, and welcoming of visitors.
• Represents the ICRC to high-level contacts and counterparts in the diplomatic corps.
• Supervises the management and updates of the Contact database and supports the delegation's networking efforts.
• Ensures the record management and archives are well maintained, stored and accessible according to the institutional policy and directives.
• Ensures staff are briefed on written protocols and correspondence, rules on record management, archiving, information management tools and protection of data

Requirements and Experience:

• University degree or equivalent certification or experience.
• Fluency in English and Japanese, French an asset.
• Advanced computer skills including Microsoft Office Suite, SharePoint, and Web-based application; knowledge of IBM Lotus notes an asset.
• Relevant working experience in information management, records management, project management or management support for more than 3 years.
• Strong communication and high organizational skills.
• Analytical skills and ability to produce synthetic documents or instructions.
• Excellent attention to detail and problem-solving skills.
• Service oriented attitude.
• Sense of initiative, curiosity and creativity.
• Pro-activeness to set priorities under tight deadlines.
• Capacity to work in an independent and disciplined manner.
• Strong leadership and teamwork skills.
• Experience in delivering training an asset.
• Ability to work effectively as a team member in a multicultural environment.

Please apply through the Jobcan.jp website online via the following link:
https://recruit.jobcan.jp/icrctokyo/show/TOK/113168