Welcome Assistant

PURPOSE, SCOPE, AND IMPACT 

• The Welcome Assistant helps ensure that Welcome activities are organized smoothly, including coordination of pick-up/drop-off of ICRC staff and guests, travel arrangements, visas, permits, official registration and accommodation.
• Remit: local.

GENERAL DUTIES 

• Be aware of the delegations’ objectives and activities
• Understand the three components of the Red Cross/Red Crescent Movement 
• Always apply the security rules 
• Respect and observe the staff regulations of the ICRC in Egypt. 
• The employee may be asked to perform other duties not covered in this job description as well as to provide support to other departments when and if necessary. 

Functional Responsibilities:

• Assists the Welcome department in all administrative activities as requested or is in charge of a small welcome department if manageable by one person.

• Participates in organizing pick-up and accommodation (hotel, apartment, house) for staff and guests.

• Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.

• Helps organize staff travel (plane, train, bus, etc.) by the most effective costs/mean and, if required, coordinates drop-off at / pick-up from airports, stations, etc.

• Organizes communication flow between ICRC offices, sub-delegations, delegations and/or headquarters regarding staff travel.

• Keeps all appropriate databases up to date on staff members, missions and other travel, document validity, residences and any other relevant information (schools, airlines, telephone numbers, etc.).

• Organizes Welcome files, business cards, briefing programmes and tours of the delegation for new arrivals.

• Organizes the Welcome side of events/meetings/seminars, coordinating with the parties concerned.