Welcome Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

Job Purpose

The Welcome Officer ensures that Welcome activities are organized smoothly, including coordination of pick-up/drop-off of IFRC staff and visitors, travel arrangements, visas and permits, official paperwork and accommodation.

Job Duties and Responsibilities

• Organize pick-up and accommodation (hotel, apartment, and house) for staff and visitors
• Provide all administrative activities as requested
• Interacts with relevant departments of LRCS regarding certificates, visas, permits, registration, etc.
• organize staff travel (plane, train, car, etc.) by the most effective costs/means and coordinate drop-off at / pick-up from airports, stations, etc.
• Keeps all appropriate trackers up to date on staff members, missions and other travel, document validity, approvals and any other relevant information (flights, contact details, …. etc.)
• Organizes Welcome files, briefing meetings and tours of the delegation and LRCS for new arrivals/visitors
• Organizes the Welcome side of meetings and events and coordinates with the parties concerned
• Maintains contact with service providers mainly hotels and taxi companies
• Ensures proper logistical support for all the field movements
• Ensures the necessary administrative-related work
• Keeps updated lists about the IFRC Libya support personnel in the country, their whereabouts and residence location within the country
• Accommodation in hotels or attribution of housing facilities to newly arriving staff or visitors
• Sends e-welcome file to new arrivals
• Collects filled out forms and copies all necessary documents of the expatriated personnel (Flight ticket, Passports etc.).
• Knows how to arrange the travel &missions for personnel according to IFRC’s travel policy
• Monitor financial expenses related to traveling (ex. reimbursement of tickets, private charges, etc.) and reports on identified irregularities
• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

• University degree or formal training in a relevant field. – Required

Experience

• 2-3 years of relevant previous experience. – Required

Knowledge, Skills and Languages

• Good command of English and Arabic (spoken and written). – Required
• Computer literacy. – Required
• Good communication skills. – Required
• Candidates should be legally eligible to work in Libya. – Required
• Fluently spoken and written English. – Required
• Good command of another IFRC official language (French, Spanish or Arabic). – Preferred

Competencies, Values and Comments

• Respect for diversity
• Integrity
• Accountability
• Communication
• Collaboration and teamwork
• Judgement and decision making
• National society and customer relations
• Creativity and innovation
• Building trust

Note: This recruitment will be done on rolling basis.

IFRC provides equal employment opportunities.