Welcome Assistant (National Position)

Under the supervision of the Finance and Administration Manager, the Welcome Assistant helps ensure that welcome activities are organized smoothly including coordination of pick up/drop off for ICRC staff and guests, travel arrangements and accommodation.

Main Duties and Responsibilities

• Assists the Welcome department in all administrative activities as requested

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

• Coordinate drop-off at / pick-up from/to office, airport (in case of commercial flight) and residences

• Interacts with relevant parties (Welcome department in Abuja, mobile staff, resident staff) regarding certificates, visas, permits, registration when it’s needed, etc.

• Ensure that delegation ID card get to new expatriate staff on mission.

• Keeps the Staff and Guest accommodation table up to date and send regular updates about the available rooms to the expatriate staff

• Handles the internal Welcome database independently. Submit requests for approval and notify relevant parties when needed.

• Organizes Welcome package, briefing programs and tours of the Sub-delegation for new arrivals.

• Checks for accuracy of incoming invoices from hotels, Airtime company and prepare the documents before submitting to Finance unit.

• In charge of the reception of the Sub-delegation:

• Welcome guest, visitors and ICRC new-comers and provide initial guidance upon need

• Give approval (or seek GL from management when needed) to the guard for them to let visitors enter the office

• Acts as the focal person for the reservation of Hotel halls for seminars purposes

• Provides supports or facilitates the personal purchases of the expatriate staff

• Ensure all ICRC staff sign the key register when provided with a key (being for office or residence)

• Supports the Admin and IM team during holiday and other absences

• Supports the Admin department with the management of the stationery

Education and Experience Required

• University Degree in Administration or a relevant field.

• 2 years in same experience

• Good computer skills

• Good command of written and spoken English

Desired profile and Skills

• Good analytical skills, detail-orientation and precision;

• Very good writing and reporting skills;

• Very well organized, with good planning abilities.

• Capacity to work within a team; Good inter-personal skills: ability to deal with people respectfully and showing empathy towards others, very good communication skills