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Protocol Assistant Job in Kenya

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 liason officer in ensuring timely repairs and mantaince 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 15 January 2012.

Kindly note that due to the large volumes of applications received;

1. Only e-mail applications will be accepted

2. Only short listed candidates will be contacted.


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