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
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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 SpecificationEducation
·
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