The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organisation with the exclusively humanitarian mission to protect the lives and dignity of victims of war and internal violence and to provide them with assistance.
It also endeavours to prevent suffering by promoting and strengthening International Humanitarian Law and universal humanitarian principles.
The ICRC delegation in Panama is seeking an experienced and highly motivated person to fill the above-mentioned position Responsibilities : Support to the Head of Regional Affairs and the regional team Acts as a facilitator and eases decision making process, ensuring a coordinated and consistent workflow.
Is responsible for the general secretarial work and will, amongst other tasks, · Manage the agenda of the Head of Regional Affairs, organizes internal and external meetings;
Updates the list of interlocutors of the team; · Participates in internal meetings, takes the minutes and follows-up the decisions;
Gives general secretariat support : presentations, correspondence, follow-up of budget, translations, support during planification period, etc.
Create and proofread documents in Spanish and English (reports, minutes, etc); · Prepare and updates charts and lists;
In collaboration with the welcome department, gives a support for travel arrangements; Information Management (IM) · Monitors and ensures that the documents of the team are well organised and correctly stored in the collaborative spaces and other institutional tools;
Stays up to date on global tools and Information Management projects, keeps the team informed about them and use them correctly;
In coordination with the delegation assistant, organizes briefings for new team members on information management and security, tools and organization of the Regional Resource Network;
Trains the team on information management topics : · Is the reference person for the correspondence, the protocol and the visual identity for the regional team : · In coordination with the delegation assistant gives a support to the regional team on filing and archives, promotes the correct use of the rules and the confidentiality levels;
Accompanies the changes for IM the tools, makes sure the team understand the changes and gives support when necessary.
Regional events Gives high level support to the team for the organization of its events (internal and external) : · Organizes / books venue and prepares the room;
Prepares the audio-visual systems when needed; · Prepares documents and presentations; · Prepares necessary material : · Takes minutes when necessary;
Gives presential support when required. Requirements · 3-5 years’ work experience in a similar function. · University degree or equivalent.
Information management, records management and secretarial expertise. · Excellent command of written and spoken Spanish.
Very good oral and written communication skills in English. French or Portuguese a plus. · Very good computer skills, incl.
Office suit. Experience in using collaboration tools / platforms, Internet, etc. Profile · Capacity to work independently · Excellent organisational, methodical abilities · Sense of initiative, pro-activeness and setting priorities · Flexibility, patience, diplomacy resistance to stress inherent to a "multi-tasking job and capacity to adapt to changes · Service-oriented · Very good communication skills and at ease with internal and external interlocutors · Ability to work within a team and to integrate him / herself · Interest for humanitarian activities (especially ICRC's) · Flexibility to travel if required.