Welcome Officer

Welcome Officer 

International Committee of the Red Cross (ICRC)

The Regional Delegation for the United States and Canada

Part-Time Resident position based in Washington D.C

20 hours per week

(Only US citizens or Green Card holders may apply)

The International Committee of the Red Cross (ICRC) is a neutral, independent and impartial humanitarian organization seeking to protect and assist people affected by armed conflict and other situations of violence. Formed in 1863, the ICRC was at the origin of international humanitarian law (IHL) and of the world’s largest humanitarian network, the Red Cross and Red Crescent Movement.

The ICRC Regional Delegation for the US & Canada, based in Washington D.C, is at the heart of our efforts to deliver on the ICRC's mandate, working to secure much needed and widespread support, influence, and partnerships for our work in conflict zones. We cultivate relationships with US government agencies, civil society, and the media. The team also works closely with our partners such as the American Red Cross and the Canadian Red Cross. 

Purpose

The Welcome Officer supports the well-functioning of the Washington (WAS) Welcome department and its activities - including coordination of travel, visas (and other official documents), accommodation, events, and catering. The role also assists with travel arrangements for the New York (NYC) delegation.

Relationships

The Welcome Officer reports to the Head of Welcome (travel and events manager for the US and Canada) and works closely with the Administration department, travel agency, partner hotels, and vendors. 

Main Responsibilities

Under the supervision of Head of Welcome, the Welcome Officer:

Travel and Lodging

• 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.

Events and Catering

• 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.)

Accounting/Reporting

• 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

Visas – Filing for mobile staff members, visitors and staff within the region

• 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  

Other Responsibilities

• 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

General Duties

• 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.

Minimum Required Skills & Experience

• 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