Vacancy title:
Regional Executive Assistant & IM Officer

[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]

Jobs at:
International Committee of the Red Cross

Deadline of this Job:
Thursday, August 28 2025

Duty Station:
kampala | Kampala | Uganda

Summary
Date Posted: Saturday, August 16 2025, Base Salary: Not Disclosed

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JOB DETAILS:

The Regional Executive Assistant and IM Officer (URB AIMO) oversees information management in the regional delegation and provides high level oversight on Information Management and administrative support for the Uganda Regional Delegation and the missions of Rwanda and Burundi. S/he acts as a reference person for information management tools, products, procedures, written protocols, correspondence and standard tools. The AIMO acts as the team lead for URB working collaboratively with the Information Management Coordinator (IMCo) to ensure the delegations priorities and needs are met jointly with the IM team within URB.

RELATIONSHIP

Internally, is the first point of contact for all staff seeking to contact the management.
Oversees IM team across the sites of Uganda, Rwanda and Burundi
Externally, is the first point of contact for anyone seeking to contact the management (by phone, post or email), such as ministers or representatives of ministries, high-ranking military officers, managers and coordinators of National Societies, UN representatives and other actors. Also interacts with counterparts to exchange information or develop network.
Works under the technical supervision of the IM Coordinator.
GENERAL DUTIES

Understands and adheres to the 7 Fundamental Principles of the Red Cross/Red Crescent Movement
Understands and adheres to the ICRC Code of Conduct
Understands the three components of the Red Cross/Red Crescent Movement
Respects and observes staff regulations and security rules at all times
Represents the ICRC in a professional manner at all time
Develops and maintains a pleasant and conducive working environment with colleagues and line managers
Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC
May be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary.
ACCOUNTABILITIES AND RESPONSIBILITIES

Under the technical supervision of the IM Coordinator will oversee the URB plan of action and the Africa Roadmap with the IM team to achieve delegation wide objectives, priorities, and project implementation:

Information management

Organizes, supervises and manages the use of a range of collaborative tools (i.e. TS) and databases.
Updates general information in the reference tools (databases or others).
Plays the lead role in maintaining the delegation's intranet page. Ensure that users know about the page and the intranet's features.
Delegations lead Access Manager for day-to-day updates, changes are consulted with IMCo.
Contributes to implementing all information management projects or programs linked to information management in the main delegation and/or sub-site(s).
Takes part in discussion on new information management practices and, upon request of the IMCo, is involved in projects and/or contributes to the development of new information management tools.
Is the relay of policies/guidelines/directives from iGov and T&I.
Ensures that users understand the need for changes and supports these changes.
Sets and revises information management procedures in the delegation and sub-site(s).
Sets and revises the communication guidelines in the delegation and sub-site(s).
Draws up procedures to govern the transfer of information between sites (delegation-headquarters or other delegations/delegations-sub-site(s)/between sub-sites);
Acts as Site Records Manager (SRM); supervises the Unit Records Managers (URM) - and possibly other users – while training them and keeping their skills up to date; supports and advises units and/or sub-sites to ensure compliance with the rules on records management; monitors records management work, issues reminders and ensures follow-up; brings problems to the attention of the IMCo.
Explains, applies and ensures application of the procedures for intermediary archiving of electronic and paper documents; shoulders responsibility for the application of intermediary archiving procedures within the delegation and ensures their processing; ensures compliance with the rules on archive preservation (storage room).
Briefs systematically all new staff on information management and organizes regular training or information sessions. After the briefing, systematically organizes a training session for the same new staff on the different IM tools and practices to have them onboarded efficiently.
At the request of and under the supervision of the IMCo, he-she helps manage specific projects/files.
Compiles and finalizes summaries and regular reports.
At least once a year, conducts missions to the sub sites independently or with support of the IMCo when relevant in order to ensure the compliance of information management as well as of subjects below.
Training and support – Areas of expertise

• Briefs systematically all new staff on above-mentioned subjects, trains regularly all users and ensures compliance with rules and procedures.
• Trains the unit and sub-site(s) assistants (or any other person in charge), IM Focal points for the different units, and supervises them in the application of related procedures.
• Makes sure that all staff know and apply ICRC rules regarding correspondence and ICRC protocol; proposes solutions in cases of contradiction between the rules and local practices; ensures that all correspondence concerned by these rules that leaves the delegation is validated by the qualified person; knows the rules regarding signatures and ensures that these rules are applied by all staff in the delegation. Also ensures the proper record management of any such documents.
• Keeps his-her knowledge and skills up to date on standard computer technology (e-mail, information-sharing, records-management, intranet, etc.), Informs users on new information management tools.
• 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 protocol procedures are applied with ICRC’s visual identity rules.
• Supports in the organization of national IM seminars/workshops on above mentioned subjects.
• Organizes IM relays’s workshops on above mentioned subjects with the contribution of the IMCO.

People Management Responsibilities

• Supervises the BUJ and KIG AIMOs and is the functional supervisor for them. Ensures that BUJ and KIG AIMOs oversee the work with IM focal points in their respective sites.
• Oversees the recruitment, induction and trainings of new IM team members.
• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision. Contributes to the PMD of KIG and BUJ AIMO as their Functional Supervisor.
• Makes sure that deadlines for the PMD cycle are met.
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members, where relevant and requested.
• Organizes regular meetings within their team (for both direct and functional reporting lines) to ensure optimal coordination of the work and proper flow of information.
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the IMCo.
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year.
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities.
• Back-up for IM files in BUJ/KIG in case of absences.

Support to Management and Administrative Support

• For the management, manages inside and outside contacts by means of ICRC-supplied tools. Supervises the updating of other units' contacts. Maintains an active professional network of use to the ICRC.
• Manages in the appointments and organizes meetings both between ICRC officials (for example the management team or PFR discussions) and with outside contacts. Deals with all logistical aspects involved.
• Takes the minutes of meetings in which decisions are to be made and tracks and follows-up the deadlines involved.
• Writes formal and informal correspondence in the local language and English for the signature of the management; rereads its correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents addressed to the management from local language to French or English.¨
• Drafts procedures and directives for signature by the management. Screens, prioritizes, delegates and follows up on requests and correspondence; has an overview of the delegation's activities and takes into account its priorities and challenges when making decisions.
• Is a member of the coordination team; participates in discussions and follows up on the implementation of decisions and strategies.
• Flags issues and delays; produces and updates the timeline, schedule and other tools.
• Filters and assigns a priority to requests and to documents sent to the management and that are accessible to him-her, proactively reading them through and possible drafting an initial reply.
• Prepares files on specific themes (for briefing purposes of visitors from headquarters for example).
• Supervises or shares and files documents for the management. Creates electronic and paper files for the management, feed them with relevant documents and closes them. Put them into boxes at the end of each period and keeps an updated inventory.
• Supervises the reception of visitors having appointments with the management and helps to organize receptions and other events at which protocol must be observed.
• Supervises the making out/sending/reception of bordereaux in/out.
• Supervises administrative tasks (filling, photocopying, mailing, correspondence with Geneva and with sub-sites, ordering supplies, etc.)
• Where necessary, draws up contingency plans (as regards to administrative and IM procedures), and ensures that the implementation of it are carried out.

ADDITIONAL DUTIES

Ensures the follow up of all messages and correspondence related to the work, in relation with the concerned interlocutors and/or departments.
Is aware of the delegation’s objectives and has a good knowledge of the Movement and other interlocutors relevant to the position.
Collects and shares information so as to improve the ICRC’s understanding of the environment, humanitarian trends and responses when relevant.
Represents the ICRC in an appropriate way during activities, meetings and in the field and avoids any activity that may reflect negatively on the ICRC’s image; and
Takes responsibility of own professional learning and development.
Minimum Qualifications

Education:

• Master’s degree in Business Administration, Information Management or a related field
• Bachelor’s degree in Business Administration, Office Management, Information Management, Public Administration, or a related field.
• A diploma in Secretarial Studies, Office Administration, or a similar discipline with additional relevant experience.

Experience:

• At least 5 years of progressive experience in executive-level administrative support.
• Minimum 3 years of experience in records management, information management, or data organization systems.
• Fluent spoken and written English and/or French.
• Prior experience working with senior executives or in a fast-paced office environment is required.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management software (e.g., SharePoint, OneDrive, or other DMS platforms).
• Familiarity with records classification, retention schedules, and data protection protocols.
• Experience with calendar management, meeting coordination, and travel arrangements.
• Basic understanding of digital filing systems and archiving practices.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to handle sensitive and confidential information with discretion.
• Proven ability to interact professionally with diverse internal and external stakeholders.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks.
• Attention to detail and a high degree of accuracy in document preparation and information handling.
• Ability to maintain confidentiality and exercise discretion and judgment.
• Flexibility to adapt to changing priorities and manage competing demands.
• Knowledge of administrative and IM best practices, particularly within government, NGO, or corporate settings, is an asset.

Work Hours: 8

Experience in Months: 60

Level of Education: bachelor degree

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