This is to announce that Amman delegation has a vacancy for a Welcome Officer at the Welcome Department in Amman, Jordan.

• Geographic remit: acts as regional support to the whole region, regional base in AMM & HQ (at times global events are organized in AMM). The Welcome Department in Amman is part of the Administration in Amman Delegation and is focused on customer satisfaction, supporting the smooth Administrative & Logistical arrangements for the staff, AMM Delegation, delegations in the region, regional base in AMM & HQ 
• The Welcome Officer ensures that all the provided services meet the expectation of service requesters and are personalized with accurate information and 
• The Welcome Officer ensures accuracy of information in responses, timely (max. 48hrs) responses, shows empathy, care, understanding and lots of responsibility towards staff and their needs especially when these needs are urgent or came as an emergency.

General Functions

• Be aware of the Administration/Welcome policies, objectives and activities at all levels, local & regional & protect info on Welcome database at all times. 
• Understand the three components of the Red Cross/Red Crescent Movement
• Adhere to the ICRC’s Code of Conduct at all times.
• Apply the security rules at all times.
• Respect and observe the staff regulations of the ICRC in Jordan.
• Respects colleagues in attitude, gesture or verbal communication and as well external interlocutors
• 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 and if necessary.
• Maintains teamwork spirit & good communication skills with all departments.
• Covers for another colleague in the Welcome when on holidays, sickness, leaves or when asked.
• Adapts to the changing trends & volume of Welcome work.
• Adapts to the work permanency rotation of the dept.
• Follows guidelines & work ethics of the delegation & the dept. 
• Respects the hierarchy in the delegation and in the department.
• Keeps excellent communication skills with colleagues in the Welcome including the Supervisor/Head
• Performs well under pressure and takes extra tasks if the need arises.
• Accepts criticism or remarks by Supervisor/Head 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. 

ACCOUNTABILITIES AND RESPONSIBILITIES

• Organises all travel related documents & the related administrative work for professional trips (beginning or end of missions, home leaves, missions, emergency travel, medical evacuations)
• Handles events, workshops, courses, etc with their administrative & logistical arrangements.
• Helps organizers of events, meetings, etc during the setup (one day before), does daily checks on needs during the event & assists during the closure to collect items, equipment, etc even if all this comes during a weekend or holiday. 
• Does the Welcome briefing in person at the start of every event.
• Prepares the invitation message (practical info) for the event, and the administration sheet in Arabic and/or English, provides mobile phones for event participants, salary advances, distributes all documents to participants in person and makes an effort to explain to them any info if need be. 
• Reports events, irregularities, etc to Welcome Supervisor & briefs fully after each event
• Ensures the smooth running of events with the focus on organizers and participants needs.
• Coordinates well with services providers, interlocutors, on-line travel office, etc
• Arranges for stationary, IT equipment, translation services, etc when requested by organizers.
• Ensures proper handling of official clearance (visa, facilitation letter, etc) to enter Jordan or any other country or during transit.
• Ensures the proper handling of travel for staff’s families and dependants and their proper documentation for travel including entry regulations to countries, visas, etc.
• Arranges hotel accommodation or liaises with Premises department for the booking of residences.
• Ensures proper logistical support for all the movements with Fleet or an external company.
• Ensures excellent customer service for concerned files.
• Sends a complete Welcome info, entry regulations, Delegation guidelines, salary advances & others to staff and their families.
• Collects all the needed administrative/financial documentation for the trip coverage.
• Follows up with staff until their safe arrival/departure to/from Jordan.
• Handles EVAC (evacuation) visas for the region (mainly Syria & Iraq) and their arrangement for the restricted nationalities to enter Jordan as continuous back-to-back process making sure there are valid Jordanian visas all throughout their missions  
• Submits & follows up complaints with service providers and informs staff on the result. 
• Be attentive to requests on Welcome database when received during the permanency and takes the necessary actions.
• Maintains a coherent archiving system; computerized and manual-based for all files, as well as a coherent individual arrangement of active files.