Welcome Officer

• Organizes airline reservations, hotel reservations, and car reservations for the WAS and NYC delegations and visitors from other delegations (in-line with organization’s travel policy)
• Ensures efficient communication and follow-through with WAS and NYC delegates regarding their travel plans.
• Coordinates with delegates to ensure their travel plans are correct.
• Coordinates travel with external interlocutors as necessary.
• Updates the travel calendar for tracking incoming and outgoing visits.
• Assists in maintaining proper tracking tools of travel/lodging in Sharepoint.
• Assists in briefing and training incoming staff on travel tools and travel profile setup.
• Monitors for incoming bookings made globally and follow-up with relevant departments if needed.

• Supports requests from other departments for arranging events/meetings/seminars
• Arranges catering as needed, while following proper financial procedures
• Updates and maintains appropriate tracking databases in Sharepoint
• Provides event support (prepares meeting packets, coordinates meeting location, food, etc.)

• Reconciles all travel and supply expenses (in cooperation with the Finance Department). This includes the preparation of credit card expenditures related to Welcome activities.
• Ensures that ICRC Rules on Financial Management for the United States and Canada are properly followed

• Ensures that travel visas are obtained timely
• Assists with obtaining and renewing US visas for mobile staff and their families
• Maintains and updates mobile staff files with personal and government issued documents
• Assists with visa support to all ICRC employees traveling to or through the US and Canada on official mission, liaising with the State Department as needed:
• Provides assistance with US visas for those transiting through the US
• Supports with other countries’ visa processes for Americas-based staff

• Answers incoming phone calls to the Delegation
• Welcomes visitors at the Delegation
• Processes orders of office supplies and maintains the adequate stock for WAS Delegation through Staples and other vendors
• Ensures that all mailing supplies are stocked
• Hand-delivers confidential items – when required - to interlocutors (e.g., embassies)
• Contacts FedEx for pick up

• Ensures all confidential information is properly stored and protected (Visa information, Passport information etc.)
• Is aware of the delegation’s objectives and activities.
• 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 Washington.
• The employee may be asked to perform duties and task not covered in this job description as well as to provide support to other departments when necessary.

• Bachelor’s degree in business administration/economics/finance/accounting/human resources, or hospitality management – or equivalent working experience
• 4 years’ experience in travel/events/administration
• Excellent Business English. Other second language is a plus (particularly French or Spanish)
• Very good analytical and organizational skills
• Able to work in an autonomous way

• Join a leading multi-disciplinary humanitarian organization – part of the world’s largest humanitarian network
• Rewarding work in a humanitarian and multicultural environment
• A part-time resident position based in DC
• Competitive salary
• Lucrative benefits package that includes:
• Robust health and dental insurance plan
• 10 paid vacation days (annually)
• 13 paid holidays + 1 floating holiday
• 3.5 paid sick/personal days (annually)
• 11.5% Employer contribution for our 403b retirement plan
• Exciting professional development program
• A hybrid working model with flexible scheduling and partial teleworking options

• You are required to include your resume (preferably no more than two pages) and your cover letter, including salary requirements.
• Application Deadline: Friday, May 24, 2024. Applications are being accepted on a rolling basis thereafter.
• Start date: ASAP
• We regret that only shortlisted applicants will be contacted.

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