Welcome Assistant

ABOUT THE ICRC

The International Committee of the Red Cross (ICRC) works worldwide to provide humanitarian assistance to people affected by conflict and armed violence. We act 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 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.

PURPOSE OF THE POST

The Welcome Assistant ensures that all the provided services meet the expectation of service requesters and are personalized with accurate information and Geographic remit: acts as regional support to the whole region, regional base in AMM & HQ (at times global events are organized in AMM). The Welcome Department in Amman is part of the Administration in Amman Delegation and is focused on customer satisfaction, supporting the smooth Administrative & Logistical arrangements for the staff, AMM Delegation, delegations in the region, regional base in AMM & HQ

The Welcome Assistant ensures accuracy of information in responses, timely (max. 48hrs) responses, shows empathy, care, understanding and lots of responsibility towards staff and their needs especially when these needs are urgent or came as an emergency

MAIN ACCOUNTABILITIES, DUTIES AND RESPONSIBILITIES

• Handles events, workshops, courses, etc with their administrative & logistical arrangements
• Helps organizers of events, meetings, etc during the setup (one day before), does daily checks on needs during the event & assists during the closure to collect items, equipment, etc even if all this comes during a weekend or holiday
• Does the Welcome briefing in person at the start of every event
• Prepares the invitation message (practical info) for the event, and the administration sheet in Arabic and/or English, provides mobile phones for event participants, salary advances, distributes all documents to participants in person and makes an effort to explain to them any info if need be
• Reports events, irregularities, etc to Welcome Supervisor & briefs fully after each event
• Ensures the smooth running of events with the focus on organizers and participants needs
• Coordinates well with services providers, interlocutors, on-line travel office, etc
• Arranges for stationary, IT equipment, translation services, etc when requested by organizers
• Ensures proper handling of official clearance (visa, facilitation letter, etc) to enter Jordan or any other country or during transit
• Organizes all travel related documents & the related administrative work for professional trips (beginning or end of missions, home leaves, missions, emergency travel, medical evacuations)
• Ensures the proper handling of travel for staff’s families and dependents and their proper documentation for travel including entry regulations to countries, visas, etc
• Arranges hotel accommodation or liaises with Premises department for the booking of residences
• Ensures proper logistical support for all the movements with Fleet or an external company
• Ensures excellent customer service for concerned files
• Sends a complete Welcome info, entry regulations, Delegation guidelines, salary advances & others to staff and their families
• Collects all the needed administrative/financial documentation for the trip coverage
• Follows up with staff until their safe arrival/departure to/from Jordan
• Handles EVAC (evacuation) visas for the region (mainly Syria & Iraq) and their arrangement for the restricted nationalities to enter Jordan as continuous back-to-back process making sure there are valid Jordanian visas all throughout their missions
• Submits & follows up complaints with service providers and informs staff on the result
• Be attentive to requests on Welcome database when received during the permanency and takes the necessary actions
• Maintains a coherent archiving system; computerized and manual-based for all files, as well as a coherent individual arrangement of active files

General Duties

• Be aware of the delegation’s objectives and activities
• Understand the three components of the Red Cross/Red Crescent Movement
• Apply the security rules at all times
• Respect and observe the staff regulations of the ICRC in Jordan.
• The employee may be asked to perform other duties not covered in this job description as well as to provide support to other departments when & if necessary

PROFESSIONAL EXPERINCE AND EDUCATION REQUIRED

• University or professional certification or equivalent work experience
• Fluent command of English and Arabic
• Computer proficiency.
• 3+ years professional experience in an administrative, travel or assistant role
• Good knowledge of travel, event organization, hotel management, administration and logistics.
• Knowledge of digital learning tools an asset.
• Excellent organizational and methodical skills.
• Good communication skills

Interested to join? Apply now! The ICRC values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates.

Also, equally qualified candidates with disability are encouraged to apply.

Please Note: "Submission deadline for applications: 16th February 2023 and the post is open for Jordanian nationals"

ICRC does not charge a fee nor request any favors at any stage of the recruitment process. If the candidate is asked for any fee or service against our Code of Conduct, he/she must report to code_of_conduct@icrc.org or https://icrc.integrityplatform.org/

“Kindly be informed that the ICRC manages recruitment through the third party and doesn’t keep the files of applicants. For more information please consult the ICRC Rules on personal data protections available here.”

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