Assistant and Information Management Officer

International Committee of the Red Cross

The ICRC Regional Delegation 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 (ICRC) is a neutral, impartial 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 Delegation in Warsaw contributes to the ICRC’s regional response to the international armed conflict between the Russian Federation and Ukraine. It covers Poland, Hungary, Slovakia, Chechia, Romania and the 3 Baltic countries. Main programs and activities (in some of the covered countries) include helping reunite families separated by conflict, supporting the work of the National Red Cross Societies, interacting with governments and other actors of influence to promote acceptance of its neutral impartial humanitarian work and International Humanitarian Law. For more information about ICRC please visit our website.

Purpose of the position
The Assistant & IM Officer provides (high-level) administrative support and oversees information management for the ICRC team based in Warsaw.
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 documents and ensures optimum lay-out; if needed, translates documents addressed to the management from Polish to English and vice versa.
• Leads processes of document creation with the team in Warsaw and beyond, for example, briefing notes, planning and monitoring documents.
• Shares and files electronic documents. As needed, creates electronic and paper files, coordinating the relevant input and information for this purpose. As needed, 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 documents received are 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.
• Experience collaborating within a multi-national team, supporting and coordinating outcomes.

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, Mokotowska 33/35
• Type of contract: Resident
• Activity rate: 100%
• Estimated start date: ASAP

How to apply

This position is open for Polish nationals or anyone eligible (EU citizenship holders) for a work permit
in Poland.

If interested, please send your CV and Cover Letter in English to: [email protected]
Indicate “Assistant IM Officer Warsaw” in your email subject line.

Application Deadline: Sunday, May 5th, 2024

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.

Deadline: 5-May-24