The ICRC office in Poland is opening a full-time position for an Assistant and Information Management Officer,based in Warsaw.
The International Committee of the Red Cross is an impartial, neutral, and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance. The ICRC also endeavors to prevent suffering by promoting and strengthening humanitarian law and universal humanitarian principles.
The ICRC regional office in Poland contributes to the ICRC’s response to the international armed conflict between the Russian Federation and Ukraine in the countries bordering Ukraine, Belorussia and Russia, helping reunite families separated by the conflict, supporting the work of the National Red Cross societies, working with national authorities, and strengthening respect for international law and humanitarian principles.
Purpose of the position
The Assistant & IM Officer provides (high-level) administrative support and oversees information management independently. She/he acts as a reference person for written protocols, correspondence and standard tools for the Warsaw office.
Main duties and responsibilities:
- Screens, prioritizes, dispatches and follows up on written requests and calls received from internal and external interlocutors.
- Responsible to manage and update the Delegation contacts list.
- Manages appointments and organizes meetings for the management both with internal and external interlocutors.
- Takes minutes of meetings and tracks and follows-up on the agreed deadlines with stakeholders.
- Writes formal and informal correspondence in Polish and English for the validation of the management; rereads correspondence/reports/other delegation documents and ensures optimum lay-out; if needed, translates documents addressed to the management from Polish to English.
- Shares and files documents for the management. Creates electronic and paper files for the management, feed them with the relevant documents. Put files into boxes at the end of each period and keeps an updated inventory.
- Ensures that all electronic documents sent to the delegation’s shared e-mailbox and all paper document received is shared with the concerned staff members.
- Organizes and manages the use of a range of collaborative information management tools and databases.
- Plays the lead role in maintaining the delegation’s intranet page.
- Contributes to implementing all information management projects or programs linked to information management.
- Briefs all new staff on information management and organizes regular training or information sessions.
- Makes sure that all staff know and apply ICRC correspondence rules protocol, as well as information management practices.
- Makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules.
Professional experience and education required
- Minimum 3 or more years of experience as an Assistant working in a similar field of work.
- University degree in Information Management/Business Administration/Communication Studies/Public Administration or equivalent training or experience.
- English minimum C1 level
- Full professional fluency in Polish.
- Advanced computer skills, including Microsoft Office suite, SharePoint, and IBM Lotus Notes.
What we Offer:
- Rewarding and diverse work in a humanitarian, multicultural and international environment.
- Range of onboarding trainings.
- A reasonable compensation & benefits package including a 13th salary.
Additional information
- Location: Warsaw
- Type of contract: Resident
- Activity rate: 100%
- Estimated start date: ASAP
How to apply
Application Deadline: 27 October 2024
This position is a local position, opened to applicants holding a valid Polish residency and work permit.
If interested, please send your CV and Cover Letter in English to:
Indicate “Assistant IM Officer Warsaw” in your email subject line.
Only shortlisted candidates will be contacted.
We welcome applications from all qualified candidates. The ICRC values diversity and is committed to creating an inclusive working environment.