The Information Management Officer provides administrative support and is responsible for information management, either independently or under the supervision of the Executive Assistant and Information Management Officer. S/He acts as a reference person for written protocols, correspondences, and standard tools.
MAIN RESPONSIBILITIES
Information management
· Makes an active contribution in implementing all information management projects or programs (particularly Microsoft SharePoint/Team Space, Lotus Notes, PMT, Access Manager Cockpit, and other ICRC standard tools);
· Works with the Information Management Adviser to set goals and priorities and determine the resources required (technical and replays) to achieve the objectives of the Information Environment Strategy; ensures that all related projects and programs are implemented, taking into account the specificities of different contexts;
· Draws up procedures to govern the transfer of information between sites (delegation-headquarters or other delegations/delegations-sub-sites/between sub-sites); supervises the making out/sending/reception of bordereaux in/out;
· Organizes, supervises, and manages the use of a range of collaborative tools and databases (i.e. DS, STMs);
· Updates general information in the reference tools (databases or others);
· Organizes regular training or information sessions on information management;
· Act as access manager for Manila, Cotabato, and Iligan sites;
Training and support – areas of expertise
· Briefs systematically all staff on information management and above-mentioned subjects;
· Trains regularly all users and ensures compliance with rules and procedures;
· Exchanges and coordinates regularly with the Davao sub-site assistant (or any other person in charge);
· Trains the units and sub-site assistants (or any other person in charge) and supervises them in the application of related procedures; visits the sub-sites at least once a year;
· Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; proposes solutions in cases of contradiction between the rules and local practices; ensures that all correspondences concerned by these rules that leave the delegation is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation;
Team management
· Ensures that the team is organized in a way that meets the needs of the delegation (including setup);
· Ensures that the staff, for which she is responsible, can carry out the day-to-day work while dealing with occasional demands or emergencies; suggests to management any improvements needed;
· Keeps the job descriptions up to date of the staff under her supervision;
· Organizes regular meetings with her staff to pass on any useful information gathered in different meetings.
REQUIRED PROFILE
· At least five years of professional experience as an assistant in an international organization or company is preferred;
· University degree, specialized diploma in information management, information security, archival science, librarianship or an equivalent qualification;
· Proficient in the use of IT office and information management tools;
· Commitment to the ICRC's humanitarian mandate;
· Excellent communication skills;
· Good problem-solving and prioritization skills, keen attention to detail;
· Excellent interpersonal and team management skills;
How to apply:
HOW TO APPLY
*Qualified applicants are requested to submit by email to: man_recruitment@icrc.org until 21 September 2021*.*
1) Resume
2) Cover letter
*Please clearly indicate in the subject line: SURNAME First name – MAN Information Management Officer (Resume & cover letter).*
Applications will be reviewed on an ongoing basis until the position is successfully filled. *
The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates
*Only short-listed candidates will be notified. A valid NBI clearance must be submitted once shortlisted.***
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