Information Management Officer

Purpose

Information Management Officer oversees information management in the delegation and provides high level administrative support or oversight. S/he acts as a reference person for information management procedures, written protocols, correspondence and standard tools.

Functional Responsibilities

Information management:

• 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).
• Organizes, supervises and manages the use of a range of collaborative tools (i.e. TS) and databases.
• 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 the CIM_AIM division.
• 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.
• 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 subject’s bellow (applies to main assistants).

Training and support

• 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) 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.
• 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.
• Organizes to 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 JUB Assistant and Information Management Officer and is the functional supervisor of the assistants in the JUB sub-delegations.
• 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.
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members.
• Organizes regular meetings within their team 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

Administrative Support:

• 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.  
• 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.
• 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.)

Certification/education required and desired profile and skills

• University Degree or higher in the field of International Relations, Economics, Information Management, Information Science, or any other related field.
• At least 2-3 years of relevant working experience with IM with high-level administrative support in a multi-cultural humanitarian environment.
• 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.
• Effective organizational and communication skills with a disciplined pedagogical approach.
• Knowledge of standard office administrative practices and procedures.
• Proficiency in one (preferable two) language. English is obligatory, while French or Arabic is an advantage.
• Ability to manage diverse files in a multi-cultural working environment.
• Ability to work efficiently across multiple priorities and people.
• Ability to direct own work and to work at a distance from the direct supervisor.

Application instructions.

Applicants are requested to create an account online in the e-recruitment system via https://www.southsudanjob.com  before applying
All applications must be submitted online through E-Recruitment System until Monday, 3^rd April 2023 at 5:00 PM to the attention of the HR Manager.
A one-page Cover Letter and CV of no more than 2 pages, in English should be provided to support your application.
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ICRC does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination.

All selected candidates will be subject to rigorous reference and background checks.

All applications will be treated with the strictest confidence.
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