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Standard function description:
- Organises all travel related documents & the related Administrative work
- Maintains contact with services providers
- Ensures proper handling of official clearance to entry Jordan or any other country
- Ensures proper logistical support for all the movements
- Ensures good customer service for concerned files
- Maintains team work spirit & good communication skills with all depts.
- Covers for another colleague when on holidays, sickness or leaves
- Adapts to the changing trends & volume of Welcome work
- Follows guidelines & work ethics of the delegation & the dept.
- Respects the hierarchy in the delegation and in the department
JOB DESCRIPTION
Handles the arrangements of professional trips:
- Arranges accommodation in ICRC residences, hotels, apartments, etc
- Arranges the security approvals for entry/exit of personnel/refugees, etc.
- Prepares entry permits for restricted nationalities (personnel arriving to AMM)
- Arranges onward visas for professional trips
- Arranges flight bookings (for personnel, their families, children, pets, etc) & the issuance of tickets as per ICRC guidelines
- Prepares facilitation letters to Queen Alia Airport
- Organizes movement (arrival/departure/internal movement) with ICRC drivers/taxis
- Corresponds well with other delegations/traveling personnel & sends electronically welcome file, security rules, etc
- Abides with the laid out security measures by the Management in all work cases
- Handles small to medium workshops (under 15-20particpants) their administrative & logistical arrangements
- Prepares entry permits for restricted nationalities to facilitate for their entry into Jordan
- Prepare facilitation letter to facilitate the travel procedures
- Prepares the setup of the meeting room assisting organizers of workshops (even when it comes on the weekend or during holidays)
- Arranges the name list of participants and sends to hotels
- Coordinates with hotels on the arrangements of workshops such as banqueting details, dinners, etc.
- Prepares stationary, equipment & others for organizers when needed
- Organizes the transportation movement with ICRC drivers or taxis
- Assists participants in courses with their private arrangements when requested Distribute drivers
Handles the audit of invoices when the responsible personnel is on leave:
- Endorse invoices with their attachments
- Verifies the accuracy of invoices sent by service providers & audits them
- Handles the administrative work related to auditing the invoices such as placing accounting sticker, cost centres, total value of money, etc.
- Submits all audited invoices to accounts for settlement
- Registers refunds of tickets for follow up with the travel agent or airline
- Reports irregularities, discrepancies, etc. to Welcome supervisor
Indulgence in thorough & detailed follow ups over work cases:
- Adapts to the extensive change on missions, changes on travel dates, cancellation of flights, amendment of services, etc & provides extensive assistance to the travelling personnel.
- Submits & follows up complaints with any of the service providers
- Maintains a coherent individual arrangement of file cases in a manner that allows colleagues to take over work cases when the need arises.
Coordination, PR & support tasks:
- Coordinates with government institutions such as ministries, airport authorities, etc
- Coordinates with official representations such as embassies, consulates, etc
- Coordinates with service providers (hotels, venue places, bus companies, restaurants, taxi drivers, etc.)
- Coordinates with the implant travel agent office for the arrangements of travel; quotation of tickets, reconfirmation, cancellation of tickets, etc
- Coordinates well with colleagues & supervisor inside the dept.
- Coordinates with other delegations to give support in services, give feedback on arrangements, etc.
Working within a team & other interpersonal skills to maintain certain work ethics:
- Readiness to take over tasks when a work colleagues calls in sick or on leave
- Accepts & maintains guidelines that are set in the dept.
- Reports to Welcome supervisor on work cases as daily briefing, when in doubt, in problematic cases, etc
Works on the Galileo or Amadeus systems: (Knowledge of the airline system is an asset)
- Does a regular check on fare quotation of every requested airline booking
- Monitors the travel agent's performance in dealing with bookings, quotations, tickets, etc
- Verifies quotation of prices that are given by the travel agent
- Reports discrepancies on fares, suspected irregularities, etc to Welcome supervisor
General Duties
Be aware of the delegations objectives and activities
Understand the three components of the Red Cross/Red Crescent Movement
Apply the security rules at all times
Respect and observe the staff regulations of the ICRC in Jordan.
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 & if necessary
Job Details
| Date Posted: | 2016-12-01 |
| Job Location: | Amman, Jordan |
| Job Role: | Administration |
| Company Industry: | Community/Social Services/and Nonprofit |
| Monthly Salary: | US $1,500 |
Preferred Candidate
| Career Level: | Mid Career |
| Nationality: | Jordan |
| Degree: | Bachelor's degree |
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