Assistant

We are an independent, neutral organization ensuring humanitarian protection and assistance for victims of armed conflict and other situations of violence. It takes action in response to emergencies and at the same time promotes respect for international humanitarian law and its implementation in national law.
Purpose of the Role:
The Assistant provides administrative support and responsible for information management, either independently or under the supervision of Information Management Coordinator (blue line). She/he acts as a reference person for written protocols, correspondence and standard tools and for IM procedures and trainings in general.
Main Responsibilities
Being a support to the management, the Assistant screens, prioritizes, dispatches, and follows up on requests, calls and correspondence and has an overview of the delegation's activities and takes into account its priorities and challenges when making decisions.
* Flags issues and delays; produces and updates the timeline, schedules, and other tools.
* Supervises the updating of other units' contacts. Maintains an active professional network of use to the organization.
* Manages appointments and organizes meetings both internally and externally and takes minutes of meetings.
* Drafts formal and informal correspondence and translates incoming and outgoing correspondences for the attention of the Management.
* Compiles and finalizes summaries and regular reports.
* Creates electronic and paper files for the management, feed them with relevant documents and closes them.
* Carries out and supervises secretarial tasks (filling, photocopying, mailing, correspondence with sub-sites, ordering supplies, etc.)
* Participates in the organization of visits by donors and other major figures.
* Acts as access manager backup in coordination with peer colleagues within the Assistants & Information management Team.
* Contributes to the implementation of institutional frameworks, strategies, projects and/or programs linked to Information Management in the sub-site.
* Systematically briefs all new staff on information management and organizes regular training or information sessions.
* At least once a year, conducts missions to the offices and sites.
* Requests business cards and other stationery items (headed paper, envelopes, etc.) for the sub-delegation and follows up the orders with the logistics center. Ensures that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules.
* Follows up the preparation and sending/receiving of the mail.
* Trains and support on Areas of expertise (i.e. correspondence, protocol and visual identity, use of standard computer technology and tools, document security and compliance with best practices throughout the information life cycle)
Interested applicants are invited to submit their CV, education and work certificate (s) plus three references, in English. by latest July 28th, 2024.
Relevant applications will be treated, and only shortlisted candidates will be contacted.
The organization values diversity and is committed to create an inclusive working environment.