Protocol Assistant Job in Kenya - International Federation of Red Cross and Red Crescent Societies

Job title: Protocol Assistant

Unit / dept / delegation: Support Services, East Africa Regional Office

Reports to: Senior Travel Officer

Grade: 4

Purpose: To process travel documents, visas permits and provide admin assistant services to the department under the overall supervision of the senior travel Officer.

Key responsibilities

• Apply for and obtain new or renewed permits and identification cards for international staff and their dependants
• Obtain notification of arrivals and departures and residency permits for international staff and their families.
• Collect from the various Embassies, Government Ministries and Departments all such forms and documents that are required for the processing of visas and permits.
• Process and follow payment for all Federation utilities to the Federation including but electricity, water, telephone, and other office suppliers.
• Maintain a clear and well arranged photo album (passport photos) of all national and international staff in the regional office.
• Ensure visas and permits are promptly processed, all details are filled on respective forms and that the necessary forwarding letters are prepared and signed.
• Work with liason officer in ensuring timely repairs and mantaince of Federation facilities and premises
• Maintaining proper filing records for all administration Department.
• Keep an updated (monthly) inventory of all the different services provided by the Unit including numbers of: visas and permits processed, those in-process, complaints received, tickets issued, hotel reservations made, etc and prepare monthly reports accordingly.
• Any other assignments in Administration.

Duties applicable to all staff

• Actively work towards the achievement of the Federation's goals.
• Abide by and work in accordance with the Red Cross Red Crescent principles.
• Perform any other work related duties and responsibilities that may be assigned by the line manager.

Person Specification

Education

• Diploma in Business administration, Public Relations and Customer Care, Office administration, or any relevant field

Experience

• 3 years or more experience in handling immigration and protocol related matters

Skills and Knowledge

• Proficiency in the usage of computers and office software packages (MS Word, Excel, etc)
• Basic knowledge in finance

Language

• Fluency in both spoken and written English and Kiswahili.

Character Qualities

• Ability to work in a team, and occasionally under strict deadlines
• High degree of integrity, discretion, and personal conduct
• Flexible and adaptable to changing working conditions
• Self-motivated, with good judgment and initiative
• Good verbal and written communication skills
• Good interpersonal skills
• Sensitivity to diversity
• Good level of attention to detail
• Pleasant personality

Submission of applications:

Applications should be submitted by email to zonehr.easternafrica@ifrc.org; to be received not later than 15 January 2012.

Kindly note that due to the large volumes of applications received;

1. Only e-mail applications will be accepted

2. Only short listed candidates will be contacted.