Protocol Assistant Job Vacancy

International Federation of Red Cross and Red Crescent Societies
Job title: Protocol Assistant
Unit/dept/delegation:Support Services, East Africa Regional  Office
Reports to: Senior Travel  Officer
Grade: 4
Purpose: To process travel documents, visas  permits  and provide admin assistant services to  the department  under the overall supervision of the senior travel Officer.
Key responsibilities

·         Apply for and obtain new or renewed permits and  identification cards for international staff and their dependants

·         Obtain notification of arrivals and departures and residency permits for international staff and their families.

·         Collect from the various Embassies, Government Ministries and Departments all such forms and documents that are required for the processing of visas and permits.

·         Process and follow payment for all  Federation utilities to the Federation including  but electricity, water, telephone, and  other office suppliers.

·         Maintain a clear and well arranged photo album (passport photos) of all national and international staff in the regional office.

·         Ensure visas and permits are promptly processed, all details are filled on respective forms and that the necessary forwarding letters are prepared and signed.

·         Work with liaison officer in ensuring timely repairs and mantainance of Federation facilities and premises

·         Maintaining proper filing records for all administration Department.

·         Keep an updated (monthly) inventory of all the different services provided by the Unit including numbers of: visas and permits processed, those in-process, complaints received,  tickets issued, hotel reservations made, etc and prepare monthly reports accordingly.

·         Any other assignments in Administration.

Duties applicable to all staff

·         Actively work towards the achievement of the Federation’s goals.

·         Abide by and work in accordance with the Red Cross Red Crescent principles.

·         Perform any other work related duties and responsibilities that may be assigned by the line manager.

Person Specification
Education

·         Diploma in Business  administration, Public Relations and Customer Care, Office administration, or any relevant field

Experience

·         3 years or more experience in handling immigration and protocol related matters

Skills and Knowledge

·         Proficiency in the usage of computers and office software packages (MS Word, Excel, etc)

·         Basic knowledge in finance

Language

·         Fluency in both spoken and written English and Kiswahili.

Character Qualities

·         Ability to work in a team, and occasionally under strict deadlines

·         High degree of integrity, discretion, and personal conduct

·         Flexible and adaptable to changing working conditions

·         Self-motivated, with good judgment and initiative

·         Good verbal and written communication skills

·         Good interpersonal skills

·         Sensitivity to diversity

·         Good level of attention to detail

·         Pleasant personality

Submission of applications:
Applications should be submitted by email to zonehr.easternafrica@ifrc.org; to be received not later than 20 February 2012.
Kindly note that due to the large volumes of applications received;

·         Only e-mail applications will be accepted

·         Only short listed candidates will be contacted

·         Previous applicants need not re-apply

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