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Welcome Supervisor – Tripoli

The ICRC Delegation in Libya has a vacancy for:

Welcome Supervisor

The position will be based in the Tripoli Office

Standard function description:

• Coordinates the activities of the Welcome department in regional delegations or hubs, 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.
• Responsible and coordinate for the ticketing and organization of flights for ICRC staff between Libya and LSU
• Responsibility for big and complex files
• Coordinates welcome-related activities with Welcome Libya and TUN Welcome.

Job Description – Welcome Supervisor:

• 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; make 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, taxi, etc.) by the most cost-effective means and, coordinate 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.

Supervising administrative management:

• Creates, updates and gives the welcome file to visitors coming to LSU (Organisational chart, financial rules, lodge policy, maps, security rules, communication policy, emergency numbers, hospital and doctors numbers, country information, restaurants and leisure, shops, cultural activities, etc…)
• Manages interlocutors and suppliers files (hotels, travel agencies, restaurants, transport, etc…) according to ticketing, seminar organization procedures.
• Supervise, control, and collect supporting documents (STM validations, ESS, quotations, invitations, relevant messages, etc…) for welcome invoices before submitting them to the finance department.
• In coordination with TRI management, coordinate/manage accommodation plan in team space, welcome file, mobile phone, room keys and arrange quarantine food for the guest or core team.

Supervising and coordinate travel requests (internal and external):

• Adapts and updates according to the evolution of the needs the forms used for travel request.
• Takes/help the necessary arrangement for air-tickets via AMEX/GBT online & offline or help staffs how to book air ticket and accommodation.
• Keeps updated the DB Welcome and issues on a daily basis the list of airports pick up for the Fleet dispatcher.
• Deals with the Airlines concerning theft/losses cases of personal belongings of ICRC staff while traveling.
• Makes hotel reservations for field trips.
• Maintains and keeps updated a “booking list” to gather all the hotels used for professional trips
• Negotiates ICRC discount with hotels.

Supervising seminars organization:

• Ensures that the department organizing the seminars submits all necessary documents (Seminar request, RO, participants list, etc) and submits for validation.
• Request quotations for every seminar (food, coffee break, lodge) respecting ICRC standards.
• With the support of Log departments, negotiates contracts and agreements with suppliers.
• Visits the place to ensure that the venue place is reserved, and the services needed such as lunch and coffee breaks are arranged according to the organizer’s agenda.
• Informs organizers of the arrangements done and their expenses.
• Ensures that all services such as equipment, stationery, etc have liaised with the concerned dept.’s
• Informs the venue place the final list of participants.
• If needed, organizes the transportation of participants.
• Arranges accommodation for the participants of events.
• Arranges the arrival/ departure movement for the participants of events.
• Arranges a leaflet with the arrangement’s info to participants.
• Evaluates the service provided by the venue place and gives feedback.
• Supports participants to confirm their flight tickets.
• Ensures that the invoice is correct as per the agreement and participants list.
• Coordinates with finance the payment of the invoice.

Supervising Other activities:

• Performs regular surveys for potential air ticketing service providers as it seems necessary and reports to the immediate supervisor accordingly.
• Brief all new staff on procedures linked to the activities of the welcome department in TRI.

Organizational duties:

• Maintains & updates the filing system in place (travel agencies, hotels, airlines, etc)

Supervising Monthly accounting settlement:

• Keeps record and reconciles invoices with travel agents, hotels, venues, etc…
• Assures follow-up of Manila’s “accounting comments” related to welcome.
• Prepares financial lists, statistics, etc. upon request.
• Provides statistics or other reports upon request, ticket purchase per airline, etc.
• Keeps updated the table of house attribution to expatriates and various visitors.
• Keeps records and statistics about ICRC guests in the various residences.

Performance parameters:

• Maintains work guidelines & the standards of service as set by the Welcome supervisor to ensure delivering services (tasks) in the best & most professional manner.
• Maintains the arrangement of the daily file cases/work chores in a comprehensive manner to enable other work colleagues to take over files when the need arises.
• Adapts to the change of work pace in the department.
• Shows willingness to assist or take extra chores when in a crisis situation or when the need arises.

SUPPORT TO THE DELEGATION:

• Contributes to the analysis of the security, socio-economic, cultural, and political environment relevant to the ICRC and share relevant information with colleagues.
• Reports events and changes within the region that could have an impact on ICRC’s activities and hence provides sound elements to the Delegation that allow establishing objectives and priorities Participates actively in meetings.

General Duties and Code of Conduct:

• Is aware of the delegation’s objectives and activities.
• Handles general and individual information accurately and with confidentiality;
• Understands the three components of the Red Cross/Red Crescent Movement.
• Applies the security rules at all times.
• Respects and observes the staff regulations of the ICRC in Libya.
• May be requested to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary.

Minimum required knowledge & experience:

• University degree, preferably in business and/or administration
• 6 years of work experience in a similar field
• Strong advocacy skills
• Very good command of written and spoken Arabic and English
• Very good computer skills
• Capacity to work independently
• Very good negotiation skills
• Capacity to apply ICRC rules and procedure
• Excellent organizational and methodical abilities, sense of initiative
• Service-oriented with a strong sense of setting priorities and flexibility.
• Interest in humanitarian activities (especially ICRC’s).

ICRC is a humanitarian organization, which works to protect and assist victims of armed conflicts. The position within the institution requires to convey/carry a certain image of the ICRC, ICRC expects its employees to behave in an appropriate manner at all times and in all places. All members of staff should ensure their attitudes correspond to ICRC principles both during and after working hours.

We offer a rewarding and enriching work opportunity in a humanitarian and international environment with initial training and on-boarding.

Interested Candidates with the required background and experience  are invited to submit their application with 2 references to tri_recruitment@icrc.org  before 25^th  August 2021, with the title in the email subject:

“Welcome Supervisor in Tripoli”.

CVs not mentioning the position in the subject line, will not be considered

Please note that only short-listed candidates will be contacted for tests and interviews