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