Welcome Assistant at ICRC - International Committee of the Red Cross

Job Code: ABJ202200338

Job Description

• Under the direct supervision of Finance and Administration Manager, the welcome Assistant ensures that welcome activities are organized smoothly including coordination of pick up/drop off of ICRC staff and guests, travel arrangements, accommodation and any related events activities.

Main Duties and Responsibilities

• In charge of the welcome Department in the Sub Delegation
• Participates in organizing pick up/drop off with other ICRC offices and accommodation (Hotels and Residences) for staff and guests.
• Interacts with relevant parties (Welcome ABJ, mobile staff, resident staff) regarding certificates, visas, permits, registration when it’s needed, etc.
• Ensures that delegation ID card get to new mobiles on mission and new staff recruited.
• Organizes welcome files, business cards, briefing programmes, and tour of the sub-Delegation for new arrivals.
• Organizes welcome side of events/seminars/meetings, coordinating with parties concerned.
• Handles the JOS Welcome Service Task Management (STM) independently.
• Organizes communication flow between ICRC Offices, Sub Delegations/Delegation regarding staff travel.
• Keeps all appropriate databases up to date on staff members, missions, and other travel, documents validity, residences, and any other relevant information (Telephone numbers, airlines etc).
• Provides supports or facilitates the personal purchases of the mobile staff.
• Supports the Admin and IM team during holiday and other absences.
• Handles mobile phone request, keep stock, and disburse recharge cards for staff.
• Maintain the up-to-date list of all satellite phones, their accessories and their SIM Cards.
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.

Education and Experience Required

• Bachelor's Degree in Administration or a relevant field
• Minimum of 2 years’ experience in a similar role (INGO, Embassy etc)

Desired profile and Skills:

• Fluent in written and spoken English
• Good analytical skills, detail-orientation, and precision
• Very well organized, with good planning abilities.
• Capacity to work within a team; good interpersonal skills, and ability to deal with people respectfully.
• Computer literacy; proficient in Microsoft Office software skills (outlook, Excel Power Point, Word).