Reports to (role)
Head of Information Management Unit
What we do (Introduction for the field positions)
The International Committee of the Red Cross (ICRC) works worldwide to provide 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.
Information management allows to acquire, organize, preserve, protect and communicate the information, whatever its form, to enable the organization to perform its mission in an optimal way.
The International Committee of the Red Cross (ICRC) through its institutional strategy aims at strengthening decision-making processes, thereby improving the performance of the organization and ensuring the sustainability of ICRC knowledge.
The Archivist is responsible for acquiring, treating and conserving the ICRC’s archives at the HQ and in the Field and works to promote and showcase them.
S / he ensures the continuity of organization’s institutional memory and guarantees documents’ continued administrative, legal and historical value.
Accountabilities & Functional responsibilities
Accountable of the files transferred to the archives (transfer and destruction).
Sets and implements the acquisition paper and electronic - policy for the ICRC's archives.
Trains, instructs, informs and advises the information management staff on the management, elimination and transfer of records.
Develops, implements and follows up on records-management tools (filing plan, referencing system, retention schedule, reference documents, etc.).
Analyzes, monitors, fixes and registers (based on specific norms and specific form) the files transferred to the Archives by the Field and the HQ.
For emergency only, help assistants and Information Management officers to sort and to eliminate paper files.
Sets and implements the conservation policy, including digitization and digital-format preservation.
Reviews the filing plan and the retention schedule.
Support Assistants and Information Management Officers to implement the acquisition and the security policies at the level of their entities.
Advise and accompany the management on the acquisition processes and on the documents to be kept for business continuity, legal obligations and institutional memory.
Produces statistics on the file transferred (paper and electronic).
Monitors and makes recommendations based on the statistics. Makes links between the different instructions given by different entities and elaborate rules to produce consistent guidelines.
Implements a consistent content-access policy.
Plans and produces communication materials and events.
Participates in the functional development and ergonomic improvement of information systems.
Prepares presentations for seminars, working groups, assistants and presents them.
Works independently with minimal guidance; generally free to determine work priorities based on general directions from managers.
Identifies and resolves functional problems taking a new perspective from existing policies and procedures.
People coordination responsibilities
Engages in ongoing and continuous feedback and support civil workers / temp. staff under their supervision, but also other staff members (2 persons max per year)
Organizes regular meetings within the team to ensure optimal coordination of the work and proper flow of information
Ensures that job descriptions for civil workers / temp. staff under their supervision are up to date; seeks feedback and support from the HR Department if needed
Is involved in the selection and hiring of people under his / her supervision
Scope & Impact
Coordinates activities for a team of 2 max people.
Coaches trainees, apprentices and / or temporary staff.
Internally, interacts with staff from other units, ICT staff in charge of management and publication tools, and information-
management staff at headquarters and in the field. Establishes and maintains relationships with key stakeholders; anticipates customer or interlocutor needs;
effectively communicates difficult concepts by adjusting style to audience.
Externally : Contact with external organizations
Certifications / Education required
Bachelors or Masters degree in archival science, information studies or equivalent.
Equivalent degree in history, law, international relations, etc.
Very good level of French and English
Professional Experience required
Typically 6-9 years overall professional experience.
Confirmed experience compiling and drafting reference documents, such as guidelines and instructions, and managing mixed document collections (physical and digital).
Confirmed experience in conservation and digitization, digital functions support and project management (within the project-management framework)
Desired profile and skills
Strongly motivated by humanitarian work
Interest for the history and geopolitics
Knowledge in managing Filing Plan, Records Management Norms, Retention Schedule
Facilities for training the others and communication
Practical sense, adaptability
Good interpersonal skills
Capacities to take decisions