| |
Background:
The International Committee of the Red Cross (ICRC), an impartial, neutral, and independent organization striving to protect and assist the victims of war and internal violence, has been working in Sudan since1978. The ICRC is looking for an enthusiastic and motivated person for the following position: Welcome Supervisor 2 in Port Sudan. Purpose:Welcome Supervisor 2 coordinates the activities of the Welcome department in very large delegation, ensuring that Welcome arrangements, including pick-up/drop off of ICRC staff and guests, travel plans, visas, permits, official registration and accommodation, are organized as smoothly as possible.
|
| |
Duties and responsibilities:
Accountabilities & Responsibilities:- Coordinates and ensures timely pickup 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, in agreement with the Administration.
- Deals with the travel agency: monitors ticket prices, handles the issuance of tickets and the reconfirmation of those issued abroad (HQ or other delegations), proceeds with preparations of supporting documents for payment over invoices.
- Does the preparation of personnel's missions: BOM's, EOM's, courses/meetings, professional trips, holidays paid by the ICRC, family reunions, private trips, compensations, long weekends, and medical evacuation.
- Arranges the briefings with BoMs.
- Coordinates the visa applications to other countries & does extensive follow ups on them to avoid the disruption of expats and local staff missions/travel.
- Communicate to expatriate staff on their travel requests, official procedures in the country, delays on the applications of visa extensions, accreditation cards and visas to other countries as well as official registration at the Embassies.
- Coordinates with HQ on any change of the official visas’ procedures in the country or other administrative changes, which might be useful for arriving visitors to Sudan.
- Coordinates with the HR Manager/HR department in providing them with all the requested information concerning expatriate staff’s mission and their family.
PEOPLE MANAGEMENT RESPONSIBILITIES- Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision.
- Initiates new job openings in the department.
- Makes sure that deadlines for the PMD cycle are met.
- Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members.
- Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information.
- Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed.
- Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year.
- Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities.
|
