Assistant & Information Management Officer

at ICRC
Published January 24, 2023
Location Nairobi, Kenya
Category Computer & IT  
Job Type Full Time  

Description

The Assistant & Information Management Officer oversees information management including records acquisition, compliance with basic Information security principles and ICRC rules on personal data protection. S/he acts as a reference person for a portfolio of standard tools (access rights, use and associated workflows).

The Assistant & IM Officer provides high-level administrative support and ensures compliance of official correspondence with ICRC standards, protocol and visual identity.

This is a national/resident position based in Nairobi, Kenya.

Duties and Responsibilities

Co-ordinates the flow of information and ensures that staff understand and apply the appropriate institutional policies and procedures; sets and revises information management and communication procedures
Drafts and reviews correspondence, presentations, and other documents; ensures information is shared among users
Takes minutes of meetings and follows up on the action points, prepares and distributes reports
Manages appointments and organizes briefings, periodic and ad hoc meetings within ICRC and with external interlocutors
Welcomes visitors and organizes meetings and events while observing protocol
Distributes all electronic documents sent to the delegation through the Teambox/Shared mailbox and ensures that all paper documents and received at the chancellery are distributed accordingly
Supervises and monitors the use and update of a range of collaborative tools and databases and offers regular training/information sessions on information management
Updates general information in the reference tools; Team Space and Local Network databases
Ensures all new staff are briefed on IM aspects, provides regular trainings to all users and IM relays and evaluates the effectiveness and impact of the trainings
In coordination with the Executive Assistant and IM Officer (EAIMO) supports in the organization of national seminars and workshops
Shares with all staff information on; ICRC rules regarding correspondence, ICRC protocol and monitors to ensure compliance
Ensures that proper procedures are in place for protection, usage, and storage of sensitive office supplies ICRC stamps, seals, letterhead, and stationery
On annual basis, conducts audits in the sub sites to ensure the compliance to the information management procedures and guidelines
Minimum qualifications and required competencies

Bachelor’s Degree in Business Administration, Business Management, or equivalent qualification in a related field of study
3 years’ experience in same level in busy environment
Detail-oriented, highly organized and practices strict adherence to timelines
Excellent analytical, team management skills and a problem-solving attitude
Excellent interpersonal and communication skills
Excellent command of English and Somali language
Computer proficiency especially in MS Office suite
Possessing a strong degree of honesty and integrity, and a solid sense of ethics including the ability to appropriately handle confidential information

We Offer

A challenging job opportunity within a dynamic work environment in an international humanitarian organization
Training and development opportunities

Apply by sending your cover letter and CV addressed to the Human Resources Manager, ICRC Somalia Delegation by email. Your cover letter must indicate your current salary and your expected salary range. Clearly indicate the position title Assistant & IM Officer Nairobi in the subject line of your email message. Female candidates are encouraged to apply.

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