The Regional Executive Assistant and IM Officer (URB AIMO) oversees information management in the regional delegation and provides high level oversight on Information Management and administrative support for the Uganda Regional Delegation and the missions of Rwanda and Burundi. S/he acts as a reference person for information management tools, products, procedures, written protocols, correspondence and standard tools. The AIMO acts as the team lead for URB working collaboratively with the Information Management Coordinator (IMCo) to ensure the delegations priorities and needs are met jointly with the IM team within URB.

RELATIONSHIP

• Internally, is the first point of contact for all staff seeking to contact the management.
• Oversees IM team across the sites of Uganda, Rwanda and Burundi
• Externally, is the first point of contact for anyone seeking to contact the management (by phone, post or email), such as ministers or representatives of ministries, high-ranking military officers, managers and coordinators of National Societies, UN representatives and other actors. Also interacts with counterparts to exchange information or develop network.
• Works under the technical supervision of the IM Coordinator.

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
• 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.

ACCOUNTABILITIES AND RESPONSIBILITIES

Under the technical supervision of the IM Coordinator will oversee the URB plan of action and the Africa Roadmap with the IM team to achieve delegation wide objectives, priorities, and project implementation:

Information management

• Organizes, supervises and manages the use of a range of collaborative tools (i.e. TS) and databases.
• 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).
• 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 iGov and T&I.
• 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. After the briefing, systematically organizes a training session for the same new staff on the different IM tools and practices to have them onboarded efficiently.
• 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 subjects below.