Job Detail

Functional Responsibilities:

• Manages and coordinates the flow of information, ensuring that staff understand it and apply the appropriate institutional policies and procedures.
• Implements, manages and monitors projects and programs related to the Information Environment Strategy.
• Manages and monitors collaborative spaces and databases, including access, and updates information in the reference tools, acts as a reference person for the ICRC intranet.
• Drafts, reviews, compiles, edits and finalizes correspondence, presentations, decision-making documents, reports, minutes of meeting and other documents; ensures information is shared among users. 
• Receives and screens incoming calls, welcomes visitors and manages agendas.
• Independently manages appointments and organizes internal and external meetings and events; represents the ICRC to high-level contacts and counterparts in the diplomatic corps.
• Assists the management by updating the timeline, schedule and other tools.
• Ensures staff are briefed and/or trained on information management, written protocols and correspondence, rules on signatures, and the protection, use and storage of office supplies, records management, archiving, and information-management tools; ensures they comply with related rules and procedures.

Information management

• Actively takes part in any new IM tool deployment in the delegation. Works with the EAIMO and IMCo in organizing training sessions, information dissemination and preparing training materials.
• Supports in monitoring implementation by gathering user feedback through requests received, surveys, training sessions and regular interaction with users.
• Supports in ensuring that the right information is available in the right place at the right time. Uploads all the necessary information in the TS, monitors what is created by others, and advices and guides them on the best practices. 
• Briefs systematically all new staff on information management and organizes regular trainings or information sessions. Coordinates briefings with all units for all newcomers and ensures all newcomers receive them.
• Manages paper archives and updates the inventory list. Provides supports to the Units and Offices in managing their paper archives.
• Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.
• Makes sure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules. 
• Oversees the running of the offices under the Areas of Responsibility of the Sub-Delegation, with frequent travels to the offices to carry out IM missions and provide support.

Training and support – Areas of expertise (correspondence, ICRC protocol, use of standard computer technology, document security, filling intermediary archiving and compliance with visual identity rules)

• Organizes trainings on TeamSpace, Outlook, Intranet and other standard tools, both for groups and individual.
• Provides training and support for colleagues on correspondence writing. Ensures that the ICRC protocol is respected. 
• Organizes and follows up on training during deployments of new IM tools. Proactively updates him/herself on the training materials, and acts as a focal point for providing training and relaying information.
• Organizes briefing on information management rules and guidelines such as: framework on managing information and documents, information security, information confidentiality classification, visual identity, etc.

Support to the Management

• Writes formal and informal non-confidential correspondence for the signature of the management in English, and when needed translates or reviews courtesy translations of correspondence in local language (Pashtu/Dari).

• Takes care of occasional translations from and into English to Pashtu/Dari
• At the request of and under the supervision of the HER Management team, helps managing specific projects or files such as, but not limited to, the security and networking file
• Manages and updates the Sub-Delegation’s contact list
• Carries out secretarial tasks (filling, photocopying, mailing, etc.)
• Updates the organization charts and phone lists used in the Sub-Delegation
• Makes contact and ensures follow up with interlocutors upon request, organizing meetings wherever necessary, coordinates all related logistical aspects
• Participates in the organization of visits of donors and other major figures
• Drafts minutes of meetings, when required
• In charge of sending and receiving pouches
• Distributes the mailbox following internal communication guidelines and ensures a backup is in place.