ICRC Executive Assistant & Information Management Officer Job Vacancy in Kenya

Position Title: Executive Assistant & Information Management Officer

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organisation with the exclusively humanitarian mission to protect the lives and dignity of victims of war and other forms of violence and provide them with assistance.

It also endeavours to prevent suffering by promoting and strengthening International Humanitarian Law and universal humanitarian principles.

The ICRC’s Regional Delegation in Nairobi is a hub that co-ordinates the institution’s humanitarian activities in Kenya, Tanzania and Djibouti and hosts the organizations’ regional logistics, technical and training support units serving the Horn and Great Lakes Region.


The Executive Assistant & Information Management (IM) Officer provides high-level administrative support and oversees information management (including records acquisition) either independently or under the supervision of the IM Coordinator (IMCo). The incumbent acts as a reference person for written protocols, correspondence, and standard tools.


  • Screens, prioritizes, dispatches and follows up on requests, calls and correspondence; has an overview of the delegation’s activities and takes into account its priorities and challenges when making decisions. Flags issues and delays; produces and updates timelines, schedules and other tools;
  • When requested by the Management, participates in discussions, and follows up on the implementation of decisions and strategies. When needed, takes minutes of meetings, and follows up on the action points, produces and/or updates reports;
  • Manages internal and external contacts by means of ICRC-supplied tools. Supervises the updating of other units’ contacts. Actively maintains and develops a network of contacts within the national authorities, security and armed forces, political opposition groups, civil societies and with any other influential stakeholders;
  • Manages appointments and organizes meetings both with ICRC colleagues (briefings, periodic and ad hoc meetings) and with external interlocutors. Receives or supervises the reception of management’s visitors and helps to organize events at which protocol must be observed, including visits by donors and other major figures;
  • Drafts formal and informal correspondence, procedures and directives in English for the signature of the Management; proofreads correspondence/reports/other documents and ensures optimum lay-out; if needed, translates documents from local language to English and/or liaises with translators;
  • Ensures that all electronic documents and all paper documents received are shared with concerned staff members, by supervising colleagues within the IM Team;
  • Organizes, supervises, manages, and monitors the use and update of a range of collaborative tools and databases.
  • Acts as access manager in coordination with peer colleagues within the IM Team;
  • Ensures all new staff are briefed on above mentioned subjects. Provides regular trainings to all users and IM relays (or any other person in charge) and monitors the effectiveness of their acquired knowledge;
  • In coordination with the Information Management Coordinator (IMCo) organizes or contributes to the organization of national IM seminars/workshops on above mentioned subjects;
  • 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 their knowledge and skills up to date on standard computer technology and any emerging thematic related to their function. 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 the letterhead stationery, business cards, envelopes, etc. comply with the applicable visual identity rules;
  • Manages as line manager: 1 Assistant & IM Officer, as functional manager to 2-4 Assistants & IM Officer/ Administrative Assistants
  • Oversees the recruitment, induction and trainings of new IM team members.


  • University degree or equivalent certification or experience; Masters degree is an asset;
  • Minimum 3 -5 years confirmed practical IM experience (as IM Officer or Manager) in an international working environment or with an international organization;
  • Minimum 5 years’ experience providing executive support in an international organization or company;
  • Experience in coordinating a team, coaching and training skills;
  • Holding a similar role in an NGO/INGO for at least a year would be an asset;
  • Advanced computer skills and able to train end users on Microsoft Office suite, SharePoint and IBM Lotus Notes & other digital platforms;
  • Excellent organisation skills;
  • Excellent command of English both written and verbal communication skills.


The interested candidates should fill up a form by clicking the link below on or before 23rd September 2022 at 4:30 pm then submit their CV, motivation letter, including references details, supporting documents (Certificates, Diplomas, Degree etc) and current and expected remuneration to ICRC Nairobi Delegation, HR Department via the email address provided below:

Application Link
– E-mail: nai_hrrec_services@icrc.org

The reference Executive Assistant and Information Management Officer must be stated in the application to be valid.

If you do not fill out the required information as per the link provided or clearly state the position for which you are applying and attach the required certificates & other supporting documents, your application may not be considered.

Only shortlisted candidates will be contacted.

Applicants must have the permanent right to work in Kenya.

ICRC does not charge a fee at any stage of the recruitment process. All applications are free for all candidates and no one should require any payment or compensation during the recruitment process.

May the candidate be asked for any fee, he/she must report to ICRC HR Department through the recruitment contact.

ICRC is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.

In processing your personal data for recruitment purposes, we follow the information notice as explained HERE.