Excecutive Assistant

Reports to (role)

Head of Delegation

What we do

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.

Digital transformation is profoundly impacting armed conflict and humanitarian action. The ICRC Delegation for Cyberspace and Global Cyber Hub was set up to help the ICRC navigate challenges, risks and opportunities for the organization’s identity and perception as a neutral, impartial and independent humanitarian actor and its capacity to deliver on its mandate in the digital age. With its R&D identity and expertise, the Delegation connects to internal initiatives and efforts to adapt to an increasingly digital world, to anchor that work squarely in and at the service of field operations and affected people, and to support a principled digital transformation. This includes proximity, do-no-harm and confidentiality in its use of digital technology, and strengthening ICRC capacity to integrate the cyber/digital dimension in its operations and its response to people’s needs. This is essential for the ICRC to gain and preserve the trust of affected people as well as interlocutors, to continue to access affected areas, to ensure that affected people access essential humanitarian services, and to ensure the acceptance and safety of its own staff.

The ICRC values diversity and is committed to creating an inclusive working environment.

Purpose

The purpose of this role is to provide executive support to the Head of the Delegation for Cyberspace in Luxembourg, 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 information management tools. The Officer will also be responsible for providing basic HR administrative support.

Accountabilities & Functional responsibilities

Information Management:

• In charge of information management in the delegation. Manages and coordinates the flow of information, ensuring that staff understand it and apply the appropriate institutional policies and procedures; sets and revises information-management and communication procedures.
• Keeps files up-to-date and ensures that records are managed properly.
• Ensures staff are briefed and/or trained on information management, written protocols and correspondence, rules on signatures and the protection, use and storage of office supplies, records management, archiving, and information-management tools; 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.
• Receives and screens incoming calls, welcomes visitors and distributes general internal correspondence.
• Supports the coordination of institutional reporting (PfR, MfR, BI, , MOR, …).
• Flags issues and delays; produces and updates the timeline, schedule and other tools. 

Additional Responsibilities

Executive Assistance:

• Prepares and coordinates contributions for Briefing files for high-level engagement and Delegation visitors.
• Supports implementation of projects and programmes as per the Head of Delegations’ request.
• Independently manages appointments and organises 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, presentations, and video conferences.
• Independently carries out complex secretarial tasks.

Human Resources administration:

• Administration of recruitment activities, such as liaising with candidates, setting up interviews etc...
• Staff onboarding and exit administration.
• Supporting in the design of induction programmes.
• Administrative follow-up on HR-related tasks.

Scope & Impact

Geographical remit: Luxembourg

Relationships

Internally: Interacts and works with the entire staff of the Luxembourg Delegation and with IM colleagues in headquarters. Works in close collaboration with the Head of Delegation and the F&A/HR Manager, and liaises with the Regional Information Management Coordinator for EURASIA to support the setting of Delegation objectives and priorities and to determine what resources are required to implement the Information Environment Strategy and Information Security Framework.

Externally: Liaises with State administrations and other key Luxembourg entities as relevant for his/her functions, responds to non-standard enquiries where necessary, interacts with commercial service providers as relevant.

People management responsibilities

No

Certifications / Education required

• University degree or equivalent training or experience.

Professional Experience required

• Three or more years’ experience in administrative support and information management roles

Desired profile and skills

• Experience in working for an international organisation an asset.
• Cybersecurity knowledge an asset.

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

Additional information

• Location : Luxembourg
• Activity rate : 100%
• Length of assignment : Open-ended resident contract - Luxembourg or EU nationality, or EU residency required
• Estimated start date : ASAP
• Application deadline : 08/04/2025
• Resident Position