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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