Welcome Supervisor

International Committee of Red Cross

What we do
The International Committee of the Red Cross (ICRC) works worldwide to provide protection and humanitarian assistance to people affected by conflict and armed violence. We take action in response to emergencies and, at the same time, promote respect for international humanitarian law. We are an independent and neutral organization, and our mandate stems essentially from the Geneva Conventions of 1949. We work closely with National Red Cross and Red Crescent Societies and with their International Federation in order to ensure a concerted, rational and rapid humanitarian response to the needs of the victims of armed conflict or any other situation of internal violence. We direct and coordinate the international activities conducted in these situations.
Our values
At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page.
Purpose
Welcome Supervisor 2 coordinates the activities of the Welcome department in regional delegations or hubs, or in very large delegations, ensuring that Welcome arrangements, including pick-up/drop off of ICRC staff and guests, travel plans, visas, permits, official registration and accommodation, are organized smoothly.
Accountabilities & functional responsibilities
• Supervises and coordinates the activities of the Welcome department.
• Coordinates and ensures timely pick-up and appropriate accommodation (hotel, apartment, house) for staff and guests; makes sure that they receive all the information/documentation they need.
• Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.
• Ensures accommodation is safe and suitable to live in; contacts the appropriate department(s) in case of problems.
• Coordinates and ensures the organization of staff travel (plane, train, bus, etc.) by the most cost-effective means and, if required, coordinates drop-off at/pick-up from airports, stations, etc.
• Ensures communication between ICRC offices, sub-delegations, delegations and/or headquarters regarding staff travel and with participants at events/seminars.
• Ensures all appropriate databases are kept up to date on staff members, missions and other travel, document validity, residences, and any other relevant information (schools, airlines, telephone numbers, etc.).
• Negotiates tenders, deals, prices and discounts with service providers (travel agencies, transport companies, hotels, etc.).
• Supervises, coaches and provides guidance to Welcome department staff (staff under direct supervision), in agreement with the Administration.
• Attend management and coordination meetings and update the Welcome staff on the ongoings for the delegation/Sub delegations.
• Participates in establishing the budget and monitors its implantation.
• Provides support to the staff rotation in the absence of the Welcome Assistant/Officer in charge of staff rotation
Desired profile and skills
University degree or advanced technical certificate
6 years experience in the same field of activity
Computer proficiency and ability to run specific software
Fluent command of written and spoken English
Attentive to details, rigorous with high sense of confidentiality and integrity
Able to write clear and concise reports, procedures and quality documents
Good team management and tasks planning skills
Target oriented, ability to work independently with minimal supervision, take initiative and make decisions
High degree of flexibility and responsiveness
Able to develop and sustain a network of key contacts
Good negotiation and communication skills