Summary
Date Posted: Thursday, September 26, 2019 , Base Salary: Not Disclosed

JOB DETAILS:
The Welcome Officer ensures that Welcome activities are organized smoothly, including coordination of pick-up/drop-off of ICRC staff and guests, travel arrangement, visas and permits, official registration and accommodation. .

Generic Accountabilities and Responsibilities:
• Ensures that staff and guests are met on arrival and brought to suitable accommodation (hotel, apartment, house).
• Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.
• Conducts regular random checks to make sure that accommodation is safe and suitable to live in; contacts the appropriate department(s) in case of problems.
• Organizes staff travel (plane, train, bus, etc.) by the most cost-effective means and, if required, coordinates drop-off at / pick-up from airports, stations, etc.
• Organizes communication flow between ICRC offices, sub-delegation, delegations and/or headquarters regarding staff travel.
• Keeps all appropriate databases up to date on staff members, missions/other travel, document validity, residences, and any other relevant information (schools, airlines, telephone numbers, etc.).
• Organizes Welcome files, business cards, briefing programmes and tours of the delegation for new arrivals.
• Organizes the Welcome side of events/meetings/seminars, coordinating with the parties concerned.
Specific Functional Responsibilities:
Event Management
• Maintains yearly planning of all events to take place and makes it internally available;
• Knows, applies and explains event management procedure, proposes adaptations or updates based on experience;
• Is the focal point for any event request coming from ICRC Kigali or from any other ICRC Delegation and coordinates with the respective departments accordingly;
• Maintains a network of interlocutors within his/her sphere of responsibility;
• Participates in market research and establishment of Frame Agreements;
• Maintains a working relationship with vendors and venues (hotels, training venues, etc.).
• Coordinates with Logistics whenever applicable and follows procurement procedures;
• Ensures selection of event location as per policies, advises requesters on selection;
• Negotiates best terms for service when in charge of selection, supports Logistics in negotiations if required;
• Drafts and/or reviews contracts verifies financial terms in the interest of the ICRC;
• Ensures coordination for hotel booking, confirmation of guest and participants lists, practical arrangement related but not limited to the organization of space, coffee breaks, meals, rent of equipment and keeps track of set budget;
• Communicates to related internal departments and participants all necessary practical information including administrative steps (visa requirements etc.);
• Manages and oversees events including problem-solving, welcoming guests, directing event set-up, communicating with stakeholders;
• Prepares required documentation such as Welcome packs;
• Ensures compliance with financial, legal, health and safety obligations;
• During events, provides onsite or distance support as per need, ensures ongoing coordination between a service provider and requester, provides support to participants for other travel arrangements;
• Ensures timely invoice management as per financial rules;
• Performs satisfaction surveys and takes necessary corrective measures in coordination with line manager.
Reception of staff
• Coordinates and communicates with other sites on staff movements (BOM, transit, visitors);
• Prepares Welcome packs for newcomers/visitors;
• Ensures Welcome pack is complete, adapted to needs and updates with latest documents;
• Follows up the return of documents, forms and items upon arrival of staff or visitors;
• Follows up and implements the Beginning of Mission/End of Mission checklist.
Office Tasks
• Is responsible for filing and archiving of the Welcome department;
• Writes correspondence and requests documents for visa process and other administrative formalities (ID cards, visas, CEPGL etc.)
• Updates the school database
• Ensures registration and payment follow up of school fees in line with policy
• Acts as replacement of Welcome Supervisor provides support to other files when requested;
• Keeps abreast of overall Welcome activities;
• Handles cash disbursements and cash payment on the spot, if any;
• Respects Rules on Financial Management.
Key Qualifications and Experience
• Bachelor’s Degree, an associate degree or professional training in Administration, Travel Industry, Tourism or similar field
• Very good command of written and spoken English, French, and Kinyarwanda
• Computer proficiency and ability to operate Microsoft Office packages
• 4 years’ experience in similar position

Job Skills: Not Specified

Job Education Requirements: Not Specified

Job Experience Requirements: Not Specified

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Job application procedure
To apply please send your CV and cover letter with 3 work-related referees to the link below. https://form.myjotform.com/91911365265560  The application closing date is Wednesday 2nd October 2019, 5:00 pm. Please take note that any applications received after the above-mentioned deadline will not be considered. Only the shortlisted candidates will be contacted.

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