INFORMATION MANAGEMENT COORDINATOR

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.

Overall Responsibility

The Information Management Coordinator (IMCo) is responsible for and coordinates information management (IM) at a delegation level/department level. The incumbent ensures that the covered delegation(s)/department(s) manage its/their information efficiently (with the right organization, processes and tools) and in line with related institutional guidelines and practices. The position holder works closely with the IM Head of region (field) or the IM unit at Head Quarter to ensure that all information management related issues are addressed, and questions answered.

Tasks and responsibilities

• Ensures coherence in information management practices in the delegation(s) and subsites s/he is responsible for; conducts regular visits to those sites;
• Draws up action plans to be discussed/validated with the management of those delegations; ensures the follow-up of these action plans and supports the (executive) assistant & IM Officer to implement them;
• Implements, promotes and monitors IM guidelines, projects and tools and more broadly AIM division activities in order to achieve better IM consistency;
• Is the reference person for all information management related questions, ensures a consistent approach and that consolidated answers are given on all IM related subjects;
• Based on analysis of needs and processes, proposes and implements solutions to improve the management of the information life cycle;
• Actively seeks and develops internal collaboration and synergies with other departments – particularly with staff in charge of data management – to “raise flags” and ensures that IM guidelines rules are applied;
• Ensures compliance with information and data security (including Data Protection Office (DPO) recommendations) and other institutionally approved rules;
• Systematically organizes or supervises information or training sessions for staff on IM subjects in coordination with the (executive) assistant & IM officer;
• Contributes to the global regional thinking and orientations regarding AIM and IM strategies;
• Evaluates and ensures that IM competencies are in place and that the setup is adapted to needs (including IM relays);
• Together with the (executive) assistant & IM Officer, organizes and facilitates IM national seminars/workshops;
• Acts as a technical supervisor of the (executive) assistants & IM officers: participates in their recruitment; advises, supports and provides/arranges training and coaching to build and develop their skills on all IM related aspects;
• Advises on physical filing and semi-current archives as per the institution guidelines;
• Ensures compliance of access management and permissions with the access policy;
• Ensures compliance with the security of information policy;
• Acts as a blue line manager for (executive) assistants and IM officers of the delegations covered;
• Assess the functional competencies of the (executive) assistants & IM officer and proposes a development plan together with the line manager and the talent manager.

Minimum Requirements and competencies

• Minimum University Degree in information management or other relevant certification;
• Minimum 10 -12 years confirmed practical IM experience, including (as Executive Assistant & IM Officer or Manager) in an international working environment or with an international organization;
• Certified Information Professional (CIP) from Association for Information and Image Management (AIIM);
• Proven experience in leading a team and in change management;
• Knowledge of main IM systems and excellent command of Microsoft Office Applications (Word, Excel, PowerPoint, Outlook) and digital tools (MS Sharepoint, Jive Communities);
• Information Security management and records management Advisory, coaching and mentoring;
• Excellent spoken and written communication skills in English (knowledge of French, is an asset);