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Protocol Assistant Job Vacancy

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
·         Diploma in Business  administration, Public Relations and Customer Care, Office administration, or any relevant field
·         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
·         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; 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

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