Executive Assistant & Information Management Officer (Geneva (GVA), CH, 33165)

What we do Since 1863, the International Committee of the Red Cross (ICRC) has worked to preserve human dignity and relieve suffering caused by war and armed violence. In collaboration with our Red Cross and Red Crescent partners around the world, we do everything we can to deliver life-saving aid, reconnect families and locate missing people – helping those who need it most, regardless of who they are and what side of the front line they are on. We engage with authorities and armed forces on all sides, often confidentially, pressing for access to detainees to improve their living conditions and urging compliance with international humanitarian law to protect non-combatants, including from digital threats. The ICRC's Internal Audit Internal audit assesses, independently of senior management, the extent to which ICRC is in control of its activities. It is one of the organs as defined by ICRC’s statutes and one of the components of the system of internal oversight. The present team is composed of 21 positions – 8 in Geneva, 9 in Manila and 4 in Nairobi. Purpose The Executive Assistant and Information Management Officer (EAIMO) provides executive and administrative support to the Head of Internal Audit and the Internal Audit team and coordinates the unit’s information and records management. The role requires a proactive, self-driven and curious professional who can anticipate needs, exercise sound judgement and manage competing priorities. The postholder must build a strong understanding of the ICRC’s structures, processes and stakeholder environment, navigate the organization effectively, and establish constructive working relationships across functions and levels. Through reliable administration, well-managed information and responsive user support, the role contributes to the efficient operation and professional standing of Internal Audit. Relationships The EAIMO are a first point of contact for all ICRC staff or external interlocutors seeking to contact internal audit. They interact with counterparts to proactively exchange information and develop network in a self-directed fashion. They work closely and in good complementarity with the Internal audit assistant in Manilla. They liaise with Information Management Advisor (IMA) at HQ. 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 and avoids any activity that may reflect negatively on the ICRC’s image; Is aware of internal audit’s mission, vision and objectives; Has a good knowledge of the Movement and other interlocutors relevant to the position; 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; Takes responsibility of own professional learning and development. Main duties and responsibilities A. Executive and administrative support — 40% Executive coordination Manages the Head of Internal Audit’s agenda, correspondence, meetings and internal and external contacts, applying appropriate judgement, discretion and prioritization. Screens, prioritizes and follows up requests and correspondence, taking account of the unit’s priorities and deadlines. Prepares and formats correspondence, briefing material, notes, presentations and other documents in French and English. Participates in management-team meetings as required, records decisions and monitors agreed actions and deadlines. Meetings, events and travel Organizes internal and external meetings, workshops, seminars and other events, including invitations, documentation, logistics and ICT arrangements. Coordinates travel and administrative arrangements for the Head of Internal Audit and, where required, for other team members, visitors and consultants. Receives and supports external visitors and interlocutors in a professional and confidential manner. Team administration Coordinates administrative processes relating to recruitment, onboarding, departures, assignments, absences, training and other HR-related matters, in liaison with the relevant services. Organizes induction and briefing programs for new staff and ensures that required profiles, access and administrative arrangements are established. Maintains organizational charts, team calendars, contact lists and other administrative reference information. Guides team members on applicable administrative procedures and follows up issues with relevant support services. Financial and contractual administration Supports the preparation and monitoring of the unit’s objectives, budget and expenditure. Administers consultancy contracts, purchase and invoice processes, ensuring that required documentation, approvals and cost allocations are complete. Monitors payments and expenditure and liaises with Finance, HR and other institutional services as required. B.Information and records management — 30% Information-management framework Acts as the unit’s focal point for information and records management and as the liaison with the Information Management Advisor and relevant institutional functions. Ensures that the unit applies institutional information-management, records-management, information-security, confidentiality and written-protocol requirements. Identifies information-management risks, needs and areas for improvement and proposes practical measures to management. Document and records lifecycle Develops, maintains and implements procedures covering the creation, approval, classification, filing, indexing, sharing, retention, archiving, retrieval and disposal of information and records. Oversees electronic and paper records management and intermediary archiving, monitors compliance and escalates significant issues. Ensures that sensitive materials, official correspondence, stamps, seals and institutional templates are appropriately controlled. Guidance and user support Briefs new staff and provides guidance and training to team members on information-management requirements, records management, information security, collaborative tools and written protocol. Supports users in organizing, storing, retrieving and sharing information and documents. Maintains current knowledge of institutional information-management policies, standards and tools. to internal audit operations — 20% Provides administrative support at key stages of audit engagements, including the preparation of milestone correspondence and coordination of meetings. Proofreads and formats audit reports and other formal deliverables before publication, without assuming responsibility for their substantive audit content. Maintains approved templates, standard correspondence and administrative tools used by audit teams. Supports timely and accurate entry of planning, resource and engagement-management information into designated systems. Produces routine management information and statistical reports from approved data sources. Provides administrative support to the recommendation follow-up process, without assessing implementation or closure of recommendations. Competiencies Exercise sound judgement in prioritising and handling sensitive information. Capacity to manage multiple deadlines and competing priorities with minimal supervision. Drafts clear, professional correspondence in both French and English. Ability to build and maintain constructive working relationships across functions, levels and duty stations. Produces accurate, well formatted documents and proofreads formal deliverables to a high standard. Upholds a consistently high level of confidentiality and integrity. Profile A minimum of 6 to 9 years of relevant experience in an executive assistant role in addition to information management role, ideally in an international or humanitarian setting Excellent written and spoken French and English; a third language would be an asset Solid experience managing agendas, correspondence, travel and events for senior management Working knowledge of standard office and collaborative tools, including SharePoint, and the ability to quickly learn new tools and systems. Able to work independently, manage ambiguity and handle confidential material with discretion Strong interpersonal skills and ease working with colleagues across cultures and duty stations Additional information Location: Geneva Mobility type: Required Rotation for 4 years Activity rate: 100% Start date: October 2026 Recruiter: Diara NIANG Application deadline: Sunday 13th of September 2026 The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates. Are you ready to explore the next chapter of your career? Apply now! For more information about working at ICRC HQ please click here Our values 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.