Country: Switzerland
Closing date: 26 Nov 2017
Rationale for this post
Behind every person in a leadership position, there is a senior assistant who ''makes things happen''. Strong assistants are strategic assets.
The ICRC resource mobilization division is currently actively engaged in implementing an updated strategy with new targeted mobilization plans to generate CHF 1.8 billion in income for increased humanitarian operations worldwide.
The Executive assistant position is a fast-paced one with a variety of responsibilities and real potential for professional and personal growth, provided the post-holder is willing to stretch beyond his or her comfort zone to assume new responsibilities.
The post-holder is a highly organized person who is able to juggle with multitasking and conflicting priorities, and provide high-level administrative support, including preparing reports, handling correspondence and scheduling meetings. His or her primary role is to reduce to a minimum the level of administrative work that is covered by the Head of Division and Deputy Head of Division, as the latter's time and attention are constantly in demand. Because technology changes constantly, the post-holder must be comfortable adapting to new equipment and approaches. She-he will establish/maintain the information flow within the division, ensuring that with existing systems and those to recently deployed (i.e. team spaces), important information is kept and best practices are shared.
The post-holder will communicate effectively to project a positive image of the division both internally and externally, with backbone donors. S/he is able to cope with an ever-shifting set of priorities: in other words, flexibility, adaptability, and change responsiveness are critical attributes.
The post-holder reports to the Head of Division and Deputy Head of Division (the latter also covers the NAME Region REM-related files).
The REM division is approximately composed of 100 staff members (HQ and field)
Main Responsibilities
Information Management
- Make an active contribution to implementing all information management projects or programs linked to information management
- Is the relay of policies/guidelines/directives from the Information Management unit
- Ensure that users understand the need for changes and supports these changes.
Clerical tasks
- Maintain existing databases for contacts management (donors, ministries, permanent missions)
- File and retrieve documents and reference materials (mail, inter-office correspondance)
- Handle paper work
- Monitor, screen, respond to and distribute incoming messages
- Answer and manage incoming calls
- Liaise with the team based in Manila when necessary and upload documents to maintain business continuity on REM platforms
Direct support to management
- Manage and maintain the daily schedules, appointments and travel arrangements of the Head of Division and the Deputy Head of Division
- File expense reports in HR system
- Triage and draft replies to e-mails
- Act as a gatekeeper when necessary: ensure management is accessible but also guarding the head and deputy's time
- Keep track of meeting times and alert the Head of Division or Deputy when next meeting is about to start
Content and Donor Events Management
- Prepare and edit correspondence, communications, presentations and other documents
- Prepare Renewed Appeal letters including Appeals for the President
- Follow up on the Financing Commission file in close coordination with the Deputy Head of Division
- Arrange and co-ordinate meetings and events with the Head of Division and REM_CHF team (emergency appeals, budget extension appeals, renewed appeals, special appeals)
- Draft, record, transcribe and distribute minutes of meetings (internal meetings, Task Forces, brainstorming sessions)
- Receive and interact with incoming visitors (organize agenda, venue, coffee and snacks)
- Interact with external donors in event preparation
- Regularly review operating practices and implement improvements where necessary, especially in relation to information flows and new developments in collaborative spaces.
Coordination Role
- Supervise, coach and train assistant staff in the different units of the division on issues that require collective work, especially on information flow
- She-he will be the reference person in the division for ICRC protocol, rules for correspondence, filing and intermediary archiving and how to use standard computer technology
- Manages and monitors use of collaborative tools and ensures that team members are properly trained.
- Liaise with internal staff at all levels, in particular: Office of the Director General (DIR_GEN), Financial resources Directorate (RES_DIR), Office of the (Vice) President (A_PRES), Directorate of Operations (OP_DIR), General services (Fad_BAT), Xerox, Help Desk).
Key Competencies required for this position
- Track record in organizational and planning skills
- Experience in organizing events
- Experience in coordination, coaching or training
- Ability to prioritize
- Strong communication skills – both oral and in writing- need to master grammar, punctuation and spelling
- Information gathering and monitoring skills
- Problem analysis and problem solving skills
- Ability to make sound judgment and decision-making without constant supervision
- Sense of initiative
- Ability to anticipate or recognize problems and refer them immediately to the right person for resolution
- Attention to detail and accuracy
- Ability to change management in the division
- Ability to work under high pressure and remain calm and focused
- At ease in juggling with competing priorities
- Ability to genuinely listen to the needs of others and ask questions to understand their concerns
- Interest in working with office equipment, from computers to photocopiers to fax machines, including software for word processing, desktop publishing, databases management and spreadsheets
- Troubleshooting equipment issues is also part of the job
- When conflicting priorities, ability to make sure key projects or files meet deadlines.
Soft Skills
- Proactive and dynamic, with a strong sense of initiative
- Discreet and able to maintain strict confidentiality
- Committed to team work and collective performance
- Emotionally intelligent, can respond to subtle cues and react with situational appropriateness
- Pays close attention to shifts in a team's behavior and temperament
- Understands that timing and judgment are the foundation of a smooth working relationship.
Education and Experience required
- At least 7 years' experience providing support at a high level
- Proficient computer skills and in-depth knowledge of Microsoft Office suite (Word /Excel / Power point)
- Knowledge of standard office administrative practices and procedures
- Excellent command of English - oral/written - a must
- Fluency in French required
- Bachelors degree an advantage
- Fluency in a third language such as Arabic, Mandarin or Russian is an asset
- ICRC field experience is also an asset.
Addiotional information
Contract: 100% - 2 years, renewable
Location: HQ - Geneva
Start date: ASAP
Application deadline: 26.11.2017
How to apply:
To apply, please visit: http://bit.ly/2j6ok6B