Resident Position – 100% – Geneva
Purpose of the post
The ICRC’s HQ Policy and Humanitarian Diplomacy Division is part of the Department of International Law and Policy, and plays a central role in developing and delivering the main institutional policy and diplomacy objectives of the ICRC as well as overseeing the ICRC’s delegation in New York. The Division works closely with the ICRC’s Presidency, the Department of Operations and across the institution to shape strategic policy objectives, design and deliver diplomatic strategies, and influence key ICRC stakeholders. The Division also works closely with the International Federation and National Societies on areas of mutual policy interest.
Policy and diplomacy has a dual role at the ICRC: to guide the ICRC internally and to influence others. Humanitarian diplomacy supports the feasibility, acceptance and integrity of operations/field action, as well as the organization’s legal and policy initiatives, particularly with States and international organizations. The Division is also responsible for the oversight of internal policy that guides the action of the ICRC and for the development of fundamental doctrines that define how the ICRC’s Mission should be carried out. The ICRC relies on the Policy and Humanitarian Diplomacy Division to develop and deliver intellectually sound, principled and compelling policy positions that resonate with the ICRC’s Mission and are easy for others to understand and communicate. Members of the team therefore need to be in close interaction with the ICRC’s operations, intellectually strong, diplomatically skilled and engaging communicators with good political instincts
Main duties and responsibilities
Behind every person in a leadership position, there is a highly capable senior assistant. The Senior Assistant is an extremely organized person, whose main role is to provide high-level administrative support and be the Division’s reference person for ICRC’s written protocol, correspondence, diplomatic meetings and the use of standard tools. She-he is in daily charge of information management for the Division. She-he will establish/maintain the information flow within the division, working with existing information management systems and team spaces
This is a fast-paced role in a Division working over a wide range of regions, organizations and subject matter. The main duties of the Assistant are as follows:
Support to management
- Be the administrative point of contact for external VIP diplomatic interlocutors and their Assistants such as Permanent Mission representatives, UN diplomats, other multilateral organization representatives, NGO leadership and National Society leadership
- Represent the Division when interacting with high level ICRC interlocutors and their Assistants on administrative matters
- Participate in the management team and its reflections, and coordinate follow-up, decision/strategy implementation. Flag issues and delays, and produce/updates key management timelines and minutes of meetings
- Work closely with the management to prepare/monitor the annual budget exercise, invoices and follows-up on HR administration
- Filter, prioritize, dispatch and follow the requests/calls/correspondence to the Division
- Manage the diaries and travel arrangements of the Head of Division and Head of Diplomacy, and ensure the filing of their expense reports
- Manage the general diary of all-staff meetings and special high-level events involving high level diplomatic counterparts
- Initiate, draft, edit and finalize correspondence, documents and presentations.
- Work closely with the management to determine objectives, priorities and resources (needed to achieve the objectives related to information management and ensure that all related projects/programs are implemented)
- Ensure a coherent and efficient information flow within the division and between the Division and important parts of HQ, New York and other Delegations
- Ensure that institutional policies and procedures are updated and applied, and that users are properly briefed and trained
- Manage and monitor collaborative spaces and databases – including access – and ensure that general information is updated in the reference tools, and to be the focal point for intranet.
- Ensure the Division’s staff are systematically briefed and trained, and ensure compliance with rules and procedures, particularly on information management, ICRC written protocol and correspondence, rules regarding signatures records management, archiving and information-management tools
- Represent the Division in working groups, task forces or meetings on IT, HR and other institutional systems and report on them.
- Lead on internal communication from the Division to an ICRC audience
- Manage the second Assistant and Apprentice (designing a plan in line with certification requirements) and help to develop their skills and oversee their appraisals.
Education and experience required
- Previous experience with the ICRC is an asset
- Previous experience of high-level diplomatic environments
- Certification in information Management (ECM)
- 5+ years of professional experience in executive support in an international organization/company.
Desired profile and skills
- University Degree or equivalent certification/experience
- Fluent English and French plus an additional third language
- Advanced computer literacy skills, incl. MS office suite, Share Point, IBM Lotus Notes.
- Team coordination experience
- Highly organized with good project management experience
- Very good inter-personal skills with a cheerful disposition
- Ability to take initiative, prioritize and make sound judgments without constant supervision
- Ability to anticipate problems and opportunities
- A capacity to work respectfully and successfully within a culturally diverse team
- The ability to work fast and slow
- Discreet and able to maintain strict confidentiality
Length of Assignment: minimum commitment of two years.
Starting date: March 15, 2017
Application documents required: Motivation letter and CV
Interested people fulfilling the above criteria should send their applications by Sunday, December 11, 2016 (letter of motivation and CV/resume) to the following address: firstname.lastname@example.org. In the subject line of your email, please put : ” DP/POL – Senior Assistant – Application’.
Only applications sent to this email address will be considered. If you do not receive a reply within one month, then please assume that your application has not been shortlisted.