Administrative and HR Assistant

• Head of Delegation

Functional reporting to the Finance & Administration Manager.

The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.

The humanitarian sector has been undergoing a significant digital transformation in recent years, creating both opportunities and risks. On the one hand, people affected by humanitarian emergencies are increasingly connected, and humanitarian organizations are developing and offering digital humanitarian services. On the other hand, unauthorized access to or extraction of humanitarian data by malicious actors, to gain operational advantages or for other non-humanitarian purposes, can create significant risks for the dignity and safety of vulnerable people whilst undermining the work of humanitarian actors.

The recent creation of an ICRC Delegation for Cyberspace aims at strengthening its capacity to be operational, also in a digital space, according to the standard working modalities of the ICRC. The ICRC Delegation for Cyberspace aims at exploring new ways to support, enable, and protect the ICRC’s digital footprint, which is made up primarily of the data that affected populations entrust it with and of the digital means – products and services – it deploys in conflict zones. The Delegation also aims at creating a safe R&D environment to develop a response to the challenges brought by digitalization, notably in conflict settings, and anticipate those that will continue to emerge with its expansion. Understanding what adherence to the fundamental principles of neutrality, impartiality, and independence of exclusively humanitarian action means in a digital world, and adapting its operating modalities and technology choices accordingly, is a key component of this. This is essential for the ICRC to gain and preserve the trust of affected populations as well as interlocutors, to continue to have access to affected areas, also by digital means, to ensure that affected communities access essential humanitarian services, and to ensure the acceptance and safety of its own staff.

The purpose of this role is to provide the Head of the Delegation for Cyberspace in Luxembourg assisting support, as well as being responsible for the information management of the Delegation. The Officer acts as a reference person for written protocols, correspondence, and standard tools.

Information Management:

• In charge of information management in the delegation. Manages and coordinates the information's flow.
• Keeps files up-to-date and ensures that records are managed properly.
• Ensures staff are briefed and/or trained on information management; ensures they comply with related rules and procedures.
• Manages and monitors collaborative spaces and databases, including access, and updates information in the reference tools; acts as a reference person for the ICRC intranet.
• Drafts, reviews, compiles, edits and finalises correspondence, presentations, decision-making documents, meeting minutes and other documents; ensures information is shared among users.
• Flags issues and delays; produces and updates the timeline, schedule and other tools.

The Officer will also be responsible for providing basic HR administrative support and will work closely with the HR Responsible.

Administrative:

• Supports implementation of projects and programmes as per the Head of Delegation (HoD)’s request.
• Receives and screens incoming calls, welcomes visitors and manages the HoD agenda.
• Independently manages appointments and organizes internal and external meetings and events.
• Assists the Management by updating the timeline, schedule, and other tools.
• Prepares for management meetings by setting up rooms and materials, including technical set-up for conference calls.
• Independently carries out complex secretarial tasks.

HR:

• Administration of recruitment activities.
• Staff onboarding and exit administration.
• Supporting in the design of induction programmes.
• Administrative follow-up on HR-related issues such as: (staff time-off management, etc.).

No

Geographical remit: Luxembourg

Internally: Interacts with the staff at Headquarter and in the field. Work in close collaboration with the HoD.

Sets objectives and priorities and determines what resources are required to implement the Information Environment Strategy, in collaboration with the Region Information Management Coordinator.

Works in close collaboration with the F&A Manager.

Externally: Responds to non-standard enquiries where necessary, interacts with commercial providers and liaise with State administrations.

• University degree or equivalent training or experience.

• Three or more years’ experience in administrative support roles
• Excellent command of English and good command of French.
• Advanced computer skills, including Microsoft Office suite, SharePoint.
• Information Management experience and/or knowledge appreciated

• Experience in working for an international organisation an asset.
• Basic cybersecurity knowledge is an asset.

• At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.

• Rewarding work in a humanitarian and multicultural environment
• Attractive social benefits

• Location : Luxembourg
• Activity rate : 100%
• Length of assignment : Open ended
• Estimated start date : 08/01/2024
• Application deadline : 20/11/2023
• Resident Position - only candidates able to settle in Luxembourg will be considered