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.
- 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
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
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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