Country: Mexico
Closing date: 22 Nov 2017
This person will provide high level administrative support, coordinate the activities and ease the decision making process by helping to establish and organize priorities, according to the objectives set by the organization. S/he will be in responsible for the information management ensuring a coordinated and consistent work flow, and act as the focal person for written protocols, correspondence and computer tools such as SharePoint, Lotus Notes databases and web-based application.
S/he will manage and coordinate the Secretariat’s office, with staff under direct supervision, ensuring its smooth functioning. S/he will report directly to the Management team.
Main responsibilities
Information Management
Manages and coordinates a coherent and efficient flow of information, ensuring that policies, procedures and directives are applied by all staff members.
Writes and revises information-management and communication procedures.
Ensures information (electronic and paper documents) is shared among staff members.
Manages, monitors and updates information in collaborative tools (SharePoint, Web-based application) and various Databases, including access rights and policy.
Acts as a reference person for the ICRC intranet.
Develops and maintains the filing system for the Management team and ensures the record management and archives for all departments are well managed, stored and accessible according to the policy and directives.
Briefs and trains staff on Information Management, written protocols and correspondence, rules on record management, archiving, computer tools and protection of data.
Coordinates with the Regional Information Management Adviser to set goals and priorities and determines the resources required (technical or relays) to achieve the objectives based on the Information Management strategy (IES);
Implements, manages and monitors projects and programs related to the IES.
Support to the Management team
Independently initiates, drafts, edits and finalizes correspondences, presentations, decision-making documents, and other documents; prepares briefing files.
Screens, filters and assigns priority to requests / documents sent to the Management team in a proactive manner.
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.
Team management
Manages and supervises the secretariat’s team and coordinates the secretarial work; establishes objectives and plan of action for the team member.
Supervises the distribution of mail, the Contacts database update, the agenda and appointments for the Management team, the organization of external meetings and events (including logistic aspect), and the welcoming of visitors.
Provides support to the offices in Central America (in Guatemala, Honduras, El Salvador and Panama) with annual visits, and acts as a technical supervisor for the Assistants.
Requirements
University degree or equivalent certification as Executive Assistant, master degree an asset.
Minimum 5 years’ experience as Executive Assistant or similar function, preferably in an international organization or company.
Fluency in English and Spanish a must, knowledge of French an asset.
Advanced computer skills including Microsoft Office Suite, SharePoint and IBM Lotus notes.
Information management, records management, project management expertise.
Strong communication and highly organizational skills.
Analytical skills and ability to produce synthetic documents or instructions.
Excellent attention to detail and problem solving skills.
Sense of initiative, curiosity and creativity, with a service orientated attitude.
Pro-activeness to set priorities under tight deadlines.
Capacity to work in an independent and disciplined manner.
Strong leadership and teamwork skills.
Experience in managing and coordinating a team.
Interest and skills for training staff.
Capacity to represent the ICRC to high-level contacts and counterparts in the diplomatic corps.
Willingness to travel occasionally in the ICRC offices in Central America.
Ability to work effectively as a team member in a multicultural environment
This position requires a thorough understanding of organizational relationships, the ability to take initiative, to anticipate and to plan ahead, the ability to observe protocol, diplomacy, discretion and confidentiality, to adhere to time schedules and to maintain a constant overview of pending matters. The position holder must furthermore be able to prioritize her work, communicate effectively both orally and in writing and discharge her work under pressure and time constraints.
How to apply:
Interested and qualified persons with the required experience are invited to submit their application in English with cover letter, detailed CV, copies certificates, contact details of 3 references to the Human Resources department at the following email address: mex_rh_services
Please note that only short listed candidates will be contacted for tests and interviews.
Deadline to submit application: 22th November 2017
Starting date: ideally mid-January 2018