Executive Assistant & Information Management (IM) Officer – Kyiv – 858873

The International Committee of the Red Cross (ICRC) is an impartial, neutral, 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 is mandated to work in countries affected by armed conflict or other situations of violence. The ICRC is present in over 100 countries and has 18,000 staff worldwide. In 2014, the ICRC expanded its presence in Ukraine. We have over 900 team members working across the county in various professional fields.

About the job 

The ICRC Management Unit is seeking a highly capable Executive Assistant and Information Management Officer to join our team in Kyiv. The Executive Assistant and IM Officer are responsible for providing high-level administrative support and overseeing information management. This role involves serving as a reference person for written protocols, correspondence, and standard tools. 

Start date: Immediately 

Your Tasks and Responsibilities

• Work closely with the Information Management Coordinator to define objectives, prioritize tasks, and ensure resources are effectively aligned with the Information Environment Strategy
• Keep our policies and procedures up-to-date and ensure team members are informed and well-trained, creating a smooth, efficient flow of information across the organization
• Manage access and updates for our collaborative tools, databases, and reference materials. Serve as our intranet's go-to expert, helping colleagues easily navigate resources
• Take the lead on managing appointments, prioritizing requests, and coordinating internal and external meetings and events, where you’ll represent the ICRC to high-level contacts
• Play an active role in management and coordination teams by contributing insights, tracking progress on decisions, and flagging important issues
• Independently create, review, and refine documents, including correspondence, presentations, and reports, to support effective communication
• Train and brief staff on information management practices, written protocols, and compliance with rules regarding signatures, storage, and archiving
• Represent management in working groups and meetings when requested, handling internal communication and coordinating paperwork related to consultants and trainers

What we offer you

• A great team to work with and an organization where you have an impact
• Employment contract according to Ukrainian labor law with flexible working arrangements 
• Competitive gross salary between UAH 70 000 and 102 000 UAH before taxation
• Medical insurance for you and your depending family members
• Comprehensive onboarding and learning opportunities
• 20 days of annual paid leave
• Convenient office location in the city center

The ICRC is an equal opportunity employer that prioritizes staff safety and security. We are committed to diversity and inclusion within our workforce and encourage qualified female and male candidates of all backgrounds, including candidates with disabilities to apply for the position. We also value our employees' professional growth and offer a supportive and inclusive work environment. For more information, visit the website http://www.icrc.org/.

About you

To be successful as Executive assistant & IM Officer in the Management Unit, you should possess the following qualifications and experiences and have the following characteristics:  

• Ukrainian citizenship or permanent residence permit in Ukraine
• University degree or equivalent certification or experience, Master’s degree an asset
• Experience coordinating a team
• Experience in project management and follow-up
• Professional fluency in English and Ukrainian 
• Advanced computer skills, including Microsoft Office suite, SharePoint, and IBM Lotus Notes.
• Self-motivated with a strong commitment to teamwork and humanitarian principles
• Flexible, enthusiastic, and willing to learn
• Ability to work independently, as well as effectively under supervision
• Ability to organize and prioritize multiple tasks
• Ability to work within a diverse team and establish and maintain good working relations in a multi-ethnic, multi-cultural, and multi-disciplinary environment

Interested? Yes? THEN APPLY!

Please submit your English CV, along with your motivation letter and salary expectations, to the attention of the ICRC People and Culture Team. Please label your CV with your first and last names (First Name LAST NAME). In addition, please complete the compulsory ICRC questionnaire. The questionnaire is available through the following link: https://forms.office.com/e/APw3dvQMHJ. (Click on the link or copy the link into your internet browser.)

Your application will be considered only once you have completed the ICRC questionnaire and uploaded your English CV.

Application deadline:  02 December 2024

Only candidates meeting the abovementioned criteria will be contacted to move forward in the recruitment process.

The ICRC reserves the right to re-issue the vacancy, cancel the recruitment process, offer a position at a lower grade, with an adjusted job description or different duration, or to recruit a candidate who matches the required profile before the deadline.