The ICRC Regional Delegation for Mexico, Central America and Cuba, is seeking an experienced and highly motivated person to fill the position of:
SENIOR EXECUTIVE ASSISTANT / INFORMATION MANAGEMENT COORDINATOR FOR MEXICO AND CENTRAL AMERICA (BASED IN MEXICO)
The Executive Assistant / Information Management Officer provides high-level administrative support and is responsible for information management. S/he has a broad vision of the delegation's activities and facilitates the work for the Management team. S/he acts as a reference person for written protocols, correspondence and information platform systems, as well as training for staff members.
S/he manages and coordinates team members and ensures a smooth running of the office.
- Manages and coordinates a coherent and efficient information flow within the office, ensuring that policies, procedures and directives are applied by all staff members.
- Establishes and revises information management procedures and communication rules, including security and protection of sensitive data.
- Organizes, manages, updates and monitors the information shared on ICRC platform systems (SharePoint, IBM Lotus Notes, Intranet, web-based application); controls and coordinates the data access rights ensuring policy compliance.
- Develops and maintains the Record Management system and procedures for the Delegation.
- Provide relevant training to staff members on information management, written protocol and correspondence, record management, archiving, protection of data and ICRC computing systems.
- Provides regular support and advice to staff members in Mexico and its offices in Central America (with regular visits); resolution of functional and technical issues / questions.
- Coordinates and works closely with the Regional Information Management Adviser to set goals and priorities in order to achieve the objectives based on the Information Environment Strategy (IES);
- Implements, manages and monitors projects and systems related to the IES.
Support to the Management team
- Oversees, prioritizes and ocassionally drafts, edits, and finalizes correspondence, presentations, decision-making documents, and other documents in English and Spanish;
- In support of other assistants, occasionally translates documents and reports from Spanish to English and vice versa
- Anticipates and assigns priority to requests / documents sent to the Management team in a proactive manner.
- Organizes and participates to internal meetings and takes minutes of meeting, follows up on the implementation of decisions and strategies, points out problems or delays.
- Coordinates internal and external meetings and events for the Management team
- Drafts procedures or directives for the signature of the Management team.
- Participates in the organization of high-level visits and coordinates the preparation of specific files.
- Maintains an active professional network of high-level contacts and counterparts in the diplomatic corps.
- Manages and coordinates a team of Assistants
- Distributes tasks and responsibilities among the team members, keeps their job description updated and organizes backup during absences.
- Supervises and evaluates the work done by establishing objectives and a plan of action.
- Trains her team members and supports them in the development of their skills and competencies.
- Organizes and coordinates regional seminars for the Assistants in Mexico and Central America.
- University degree or certification as an Executive Assistant.
- Minimum 5 years' experience in a similar position, 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 organizational skills with excellent attention to detail.
- Pro-activeness to set priorities under tight deadlines.
- Sense of initiative, curiosity and creativity
- Energetic and perseverant with capacity to work independently and in a disciplined manner.
- Service and solution oriented attitude.
- Analytical skills and ability to produce synthetic documents or instructions.
- Strong leadership, teamwork and coordination skills, with experience in managing a team.
- Interest and capacity to train staff members, with pedagogical skills
- Capacity to represent the ICRC to high-level contacts and counterparts in the diplomatic corps.
- Ability to work and adapt effectively as a team member in a multicultural environment
Flexibility and availability to travel to ICRC offices in Central America
How to apply:
Interested and qualified persons with the required experience are invited to submit their application in English with a cover letter, detailed CV, copies of certificates and contact details of 3 references to the Human Resources department at the following email address: firstname.lastname@example.org with the code: 1721.
Deadline to submit application: February 15