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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.
JOB DESCRIPTION
Handles the arrangements of professional trips for AMM delegation & the regional units in AMM delegation:
- Prepares visas for destinations, facilitation letters, etc
- Arranges flight bookings/issuance of tickets for personnel, their families, pets, etc as per ICRC guidelines
- Organizes the movemen(arrival/departure/internal movement) with ICRC drivers/taxi service and coordinates info with the traveller
- Collects all the needed administrative/financial documentation for the trip coverage
- Abides with the delegation security measures in the arrangements of travel, placement of personnel, etc
arranges of medium to large events; meetings, courses, workshops, etc for AMM delegation, Regional units in AMM delegation, the Region and HQ:
- Arranges bulk accommodations in hotels
- Prepares entry permits for restricted nationalities, facilitation letters, etc
- Prepares verbal notes, etc to arrange visas especially for 1st mission delegates after the integration course
- Organizes or assists the organizer of events with the setup of the meeting room
- Prepares the needed stationary material
- Arranges flight bookings/issuance of tickets for personnel when needed
- Organizes movement (arrival/departure/internal movement) of personnel on commercial flights
- Distributes pick up/drop off movements to ICRC drivers/taxi service in a coherent manner
- Prepares welcome envelops, administrative info leaflets/practical info/etc for arrivals, etc
- Does the Welcome briefing on the 1st day of the event
- Does regular checks on the events while being in session
- Reports events, irregularities, etc to Welcome Supervisor & briefs fully after each event
- Arranges of Arabic courses, students travel, sponsored tuition for the region
- Prepares entry permits for the restricted nationalities to enter Jordan
- Arranges accommodation in guesthouses, hotels, etc. according to ICRC policy
- Coordinates with delegations/HQ for the preparation of visa & other logistical arrangements
- Collects all the other administrative/financial documentation for the trip coverage
- Arranges briefing schedules for the comers, relays all the necessary delegation info, etc.
- Prepares visas for destinations, facilitation letters, etc.
- Arranges flight bookings/issuance of tickets
- Organizes the movement (arrival/departure/internal movement) with ICRC drivers/taxi service and coordinates info with the traveller
Works on the Galileo or Amadeus systems:
- 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
Indulgence in thorough & detailed follow ups over work cases:
- Adapts with the fluctuation of service requests, changes of work pace inside the dept
- Submits & follows up complaints with service providers
- Maintains the general filing system in place
Coordination, PR & support tasks:
- Coordinates well with government institutions/ministries & official representations/embassies
- Coordinates well with service providers
- Coordinates well with colleagues inside the dept, other departments & delegations to give support
Working within a team & other interpersonal skills to maintain certain work ethics:
- Works well under pressure & undertakes extra work tasks when the need arises
- Maintains good teamwork spirit & open communication skills and helps in strengthening them
- Accepts constructive criticism by the supervisor on work cases/attitude & adapts measures to improve
- Accepts & maintains guidelines & standards of service that are set in the dept.
- Reports to welcome supervisor on work cases as daily briefing, when in doubt, in problematic cases, etc
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: | 2016-11-30 |
| 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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