Information Management Coordinator (800864) (Bogota (BOG), CO, 32317)

What we do

The International Committee of the Red Cross (ICRC) works around the world to provide humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies while promoting respect for international humanitarian law. We are an independent and neutral organization, and our mandate is essentially derived from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and their International Federation to ensure a concerted, rational and rapid humanitarian response to the needs of victims of armed conflict or any other situation of internal violence.

The ICRC is strongly committed to diversity and inclusion. People with disabilities, ethnic minorities, LGTBIQ people and women are encouraged to participate in our calls.

Do you want to know more about our work in Colombia? Visit our websites at: https://www.icrc.org/es

Code of conduct for ICRC staff | https://www.icrc.org/es/document/codigo-de-conducta-para-los-colaboradores-y-las-colaboradoras-del-cicr

Purpose

The Information Management Coordinator (IMCo) is responsible for and coordinates information management (IM) at a delegation level (Colombia). S/he ensures that the covered delegation (Colombia) manage its/their information efficiently (with the right organization, processes and tools) and in line with related institutional guidelines and practices.

S/he works closely with the IM Head of region (field) or the IM unit (HQ) to ensure that all information management related issues are addressed, and questions answered.

The IMCo acts as change enabler for all Information Management guidelines, processes and tools. In this regard, s/he is responsible to ensure that those guidelines, processes and tools are known and implemented efficiently in the delegations covered. S/he builds capacities within the delegation – and particularly those of the (executive) assistant and IM Officer – so that the guidelines, processes or tools are mastered.

To better ensure the creation of knowledge, the capture and security of information and data, the IMCo develops synergies with all information and data professional

Accountabilities & functional responsibilities

Within the delegation(s) covered:

* 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

The Information Management Coordinator (IMCo) is responsible for and coordinates information management (IM) at a delegation level (Colombia). S/he ensures that the covered delegation (Colombia) manage its/their information efficiently (with the right organization, processes and tools) and in line with related institutional guidelines and practices.

S/he works closely with the IM Head of region (field) or the IM unit (HQ) to ensure that all information management related issues are addressed, and questions answered.

To better ensure the creation of knowledge, the capture and security of information and data, the IMCo develops synergies with all information and data professionals.

* Internally, interacts with delegation management, coordinators, (executive) assistants & IM officers (field) / division management, heads of unit,

* Liaises with Head of IM Region (field) or IM unit (HQ)

* Externally, interacts with IM counterparts in other organizations (ex.:to exchange information management practices, etc.)

* 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

Accountabilities & functional responsibilities

PEOPLE MANAGEMENT RESPONSIBILITIES

Acts as a red line for (executive) assistants and IM officers of Colombia and blue line for other delegations covered:

* Participates with the Line manager to the Performance Management & Development (PMD) activities for employees under her/his red/blue line responsibility;

* Engages in ongoing and continuous feedback and support particularly for employees under her/his blue line responsibility but also other staff members;

* Organizes regular meetings within her/his blue line team to ensure an optimal coordination of the work and proper flow of information;

* Ensures with the line manager that job descriptions for employees under her/his blue line responsibility are up to date, seeks feedback and support of HR department if needed;

* With the line manager, coordinates and supports the employees under her/his blue line responsibilities in their personal development by coaching and advising them on internal and external training and development possibilities.

* Assess the functional competencies of the (executive) assistants & IM officer and proposes a development plan together with the line manager and the talent manager.

Relationships

• Internally, interacts with delegation management, coordinators, (executive) assistants & IM officers (field) / division management, heads of unit,
• Liaises with Head of IM Region (field) or IM unit (HQ)
• Externally, interacts with IM counterparts in other organizations (ex.:to exchange information management practices, etc.)

Certifications / Education required

• University degree in IM, or other relevant certification.
• Certified Information Professional (CIP) certification, from the Association for Information and Image Management (AIIM).
• Excellent command of English, plus French for French-speaking contexts. Knowledge of Spanish or other additional language(s) an asset.
• Computer proficiency.

Professional experience required

• 10-12 years’ confirmed practical IM experience, including: - as (Executive) Assistant & IM Officer (ICRC), - IM officer/manager positions (external).
• Experience in an international working environment, abroad or with an international organization.
• Experience in leading a team and in change management.

What we offer

1. Location: Bogotá 
2. Type of contract: open-ended (according to Colombian labor law).
3. Legal benefits: Affiliations to health, pension, ARL and compensation fund.
4. Benefits: Support, eyeglass assistance every two years, recognition of medical expenses not covered by the EPS, mental health and wellness support.
5. Possibility of flexible hours.
6. Salary to be agreed according to the ICRC salary table.
7. Benefits for academics, languages, and professional development.
8. Activity rate: 100%.
9. International savings of 11.5% of the monthly salary, financed by the organization.
10. 20 working days of vacation.
11. Start of Contract: immediate.