Secretary II at ICRC - International Committee of the Red Cross

Main Responsibilities:

• Participates to implementing of all information management projects or programs linked to information management.
• Ensures that users understand the need for changes and supports these changes.
• Participates to the revision of information management procedures in the delegation and sub-sites.
• In-charge of sending and receiving bordereaux in the delegation. Makes sure all sub-sites follow the standard procedures while preparing and sending bordereaux and trains whenever necessary.
• Makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules and orders on a regular basis to maintain stationery stock including pouch bags & seals in the delegation
• In-charge of Contacts database and supports/trains departments on its & follows up / supervises regularly on the updates by the Receptionist
• Ensures 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 correspondence concerned by these rules that leaves the delegation is validated by the qualified person; organizes trainings for users when needed, knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation.
• Briefs / trains new staff on information management tools.
• Communicates and updates on a regular basis with the team regarding the tasks done, problems / issues to be addressed and give suggestions for better organization in the team / organization.

Required Qualifications:

• First degree (bachelor or equivalent) in a related field.
• Excellent knowledge of secretariat’s work.
• 1-2 years of professional experience in similar work.
• Excellent written and oral English.
• Very good knowledge of standard computer and other office equipment

Personal Attributes:

• Ability to work autonomously.
• Interest and skills for training of users.
• Ability to handle sensitive information with all required confidentiality.
• Rigor and good organization in daily work.
• Sense of responsibility and capacity to fix and respect priorities.
• Proactivity.
• Ability to cope with stress.
• Flexibility and availability.
• Aptitude for applying and ensuring compliance with ICRC directives and procedures.
• Perseverance.