This is to announce that Amman delegation has a vacancy for an Assistant & Information Management Officer at the Protection Department in Amman, Jordan.

For the past 150 years, the ICRC’s Central Tracing Agency has been helping people separated from their loved ones. We are entrusted by the Geneva Conventions as a neutral intermediary to assist parties and remedy family separation and disappearance in armed conflicts. Together with the ICRC delegation in Damascus, other delegations in countries of asylum and its partners of the Family Links Network, the ICRC’s Syria Missing Coordination Cell (the Cell), based in Amman, advocates for and develops humanitarian activities to uphold the right of families to know what has happened to their loved ones gone missing in connection with the conflicts in Syria.

The Assistant & IM Officer contributes to the effective management of ICRC’s Syria Missing Coordination Cell. The Assistant & IM Officer  oversees information management and provides administrative support for the Syria Missing Coordination Cell, and their 19 staff, and oversees information management including records acquisition, compliance with basic Information Security principles and ICRC rules on Personal Data Protection. She/he acts as a reference person for a portfolio of standard tools and processes (access rights, use of tools, associated workflows).

RELATIONSHIPS

• At delegation level, under the direct supervision of the Head of the Syria Missing Coordination Cell, the Assistant & IM Officer liaises and coordinates with IM and Protection of Family Links (PFL) colleagues.
• Externally, they may be asked to act as a first point of contact for external interlocutors, such as managers and coordinators of National Societies, United Nations (UN) representatives and other actors, and for advice on protocol (by phone, post or email). They will interact with counterparts to exchange information and develop networks.
• Liaises with the delegation management team, (Head of Delegation (HoD), Head of Support (HoS), and Head of Operations (HoOps) and the following departments; Human Resources (HR), Finance and Administration (F&A), Logistics Amman, Economics Security (EcoSec), Outcome Based Approach (OBA), Humanitarian Affairs, Learning and Development (LnD), Cooperation, Communication and Security.

ACCOUNTABILITIES AND RESPONSIBILITIES

Information management:

Information Management and User Support (70%)

• Under supervision of the Head of the Syria Missing Coordination Cell and the blue line supervision of the IM Coordinator, Amman:
• Contributes to the implementation of institutional frameworks, strategies, projects and/or programs linked to information management for the Syria Missing Coordination Cell. Acts as agent for change, ensuring that users understand and embrace the need for new IM-related projects and tools. Proactively provides feedback and information on users’ needs.
• Timely communicates on user needs and issues and in cases flags for follow-up.
• Organizes, supervises, manages and monitors the use and update of a range of collaborative tools and databases, ensuring consistency of practices with other sites.
• Shoulders responsibility for records acquisition and intermediary archives processing and preservation.
• Acts as access manager in coordination with peer colleagues within the IM Team, HR and Information and Communications Technologies (ICT).
• Organizes, supervises and manages the use of a range of collaborative tools (i.e. Teamspace  and databases.
• Updates general information in the reference tools (databases or others).
• Contributes to implementing all information management projects or programs linked to information management.
• Takes part in discussion on new information management practices and, upon request of the IM Coordinator, is involved in projects and/or contributes to the development of new information management tools including but not limited to monitoring tools.
• Is the relay of policies/guidelines/directives from the Information Management Unit.
• Sets and revises information management procedures in the for the Syria Missing Coordination Cell
• Sets and revises the communication guidelines in the Syria Missing Coordination Cell.
• Ensure respect for procedures to govern the transfer of information between sites (delegation-headquarters or other delegations; is in charge or supervises the making out/sending/reception of bordereaux in/out.
• Training and support – Areas of expertise (correspondence, ICRC protocol, use of standard computer technology, document security and compliance with visual identity rules, IM tools and processes):
• Systematically briefs the Syria Missing Coordination Cell staff on above-mentioned subjects, trains regularly all users and ensures compliance with rules and 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.
• Keeps their 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.
• Support to ensure that proper procedures for protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.
• Support to ensure that the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules.
• Organizes trainings and information sessions based on user needs
• Organizes or contributes to the organization of national and internal IM seminars/workshops on above mentioned subjects or as requested.
• Provides support to users through sessions and workshops on above mentioned subjects with the guidance of the IM Coordinator.

Administrative Support (30%)

• Direct Support to the Syria Missing Coordination Cell
• Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the team members activities and takes into account its priorities and challenges when making decisions.
• Is a member of the Syria Missing Coordination Cell; 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.  
• Upon request, may be asked to manage inside and outside contacts by means of ICRC-supplied tools on behalf of the Syria Missing Coordination Cell staff. Maintains an active professional network of use to the ICRC.
• Manages the appointments and organizes meetings both between ICRC officials and with outside contacts, as well as internal team meetings. 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 English and Arabic rereads its correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents addressed from local language to English.
• May be asked to filter and assign a priority to requests and to documents and that are accessible to them, proactively reading them through and possible drafting an initial reply.
• Prepares files on specific themes (for briefing purposes of visitors from headquarters for example).
• Compiles and finalizes summaries and regular reports.
• Shares and files documents for the Syria Missing Coordination Cell
• Receives or supervises the reception of visitors having appointments with the Syria Missing Coordination Cell and helps to organize receptions and other events at which protocol must be observed.
• At the request of and under the supervision of the Head of the Syria Missing Coordination Cell, he-she helps manage specific projects/files.
• Carries out and supervises administrative tasks (filling, photocopying, mailing, correspondence with Geneva, Damascus and other delegations, and ordering supplies, etc.)
• Upon request, updates the organization charts and lists.

General Support to Operations:

• Ensures that all electronic/paper documents received to the Syria Missing Coordination Cell are shared with concerned staff members.
• Ensures that all electronic documents sent to the teambox and all paper document received is shared with concerned staff members.
• Ensures internal and external site contacts are managed by means of ICRC-supplied tools.
• Ensures that proper procedures for order /protection/use/storage of sensitive office supplies (ICRC stamps, seals, letterhead stationery, etc.) exist and are complied with.
• Where necessary, and in coordination with the IM Coordinator, supports contingency plans for administrative work, archives and information management.

ADDITIONAL DUTIES

• Ensures the follow up of all messages and correspondence related to the work, in relation with the concerned interlocutors and/or departments.
• Support IM unit in content authoring, editing and management duties.
• Management and ownership of IM tasks log, tool utilization and process adherence.
• Provide necessary statistical information and data required for reporting.
• 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 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.
• Takes responsibility of own professional learning and development.

PROFESSIONAL EXPERIENCE AND EDUCATION REQUIRED

Education

• University Degree or higher in the field of Information Management, Humanities, Social Sciences, Business Administration, International Relations, Economics, or any other related field.
• At least 2-3 years of relevant working experience with IM or high-level administrative support in a multi-cultural humanitarian environment.

Experience

• Excellent spoken and written communication skills in Arabic and English.
• Excellent organizational skills disciplined and accurate personality.
• Knowledge of standard office administrative practices and procedures.
• Demonstrated information management skills.
• Proficiency in data management and entry
• Possesses sound Excel (e.g. pivot tables, functions, etc.) and SharePoint skills and is comfortable in analyzing diverse datasets.
• Ability to translate planning-specifications into technical briefs for information capture and analysis, and vice versa.

Please note that:

• Submission deadline for applicants: 19^th February 2025.
• The position will be filled once we find the right candidate.
• The position is open for Jordanian nationals, and eligible dependents governed by Jordanian law.
• Only applications with a cover letter and resume in English will be considered.
• The salary range is between 1,079 – 1,277 Jordanian Dinar.

ICRC does not charge a fee or any favors at any stage of the recruitment process. if the candidate is asked for any fee or any service against our Code of Conduct, he/she must report to code_of_conduct@icrc.org or http://icrc.integrityplatform.org/

Kindly be informed that ICRC manages recruitment through a third party and doesn’t keep files of applicants. However, after receiving/downloading applications, note that the ICRC will keep your application file for a year, after which it will be deleted. If you’d like us to delete your file before this, kindly let us know.