Vacante: Asistente ejecutivo(a) senior/ Coordinador de information management para México y Centroamérica

19 enero 2018

The ICRC Regional Delegation for Mexico, Central America and Cuba, is seeking an experienced and highly motivated person to fill the position of:


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.

Information Management

  • 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.

Team management

  • 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: with the code: 1721.
Deadline to submit application: February 15