Welcome Officer

Purpose The Welcome Officer will ensure the effective delivery of welcome and travel-related services for mobile and resident staff, providing administrative support in line with ICRC procedures and policies. The position will facilitate travel arrangements, airport transfers, coordination with relevant authorities, and the preparation and maintenance of welcome-related documentation and databases, while ensuring compliance, accuracy, confidentiality, and proper record-keeping. They ensure that Welcome activities are organized smoothly, including coordination of pick-up/drop-off of ICRC staff and guests, travel arrangements, visas, permits, official registration and accommodation. Accountabilities and Functional Responsibilities Coordinate travel arrangements and welcome services for mobile and resident staff, including airport transfers, regional transportation, travel requests, and travel insurance, in line with ICRC procedures and policies. Liaise with the ICRC offices and external authorities regarding official notifications, identification documents, ID extensions, invitation letters, and other administrative formalities. Prepare welcome related invoices and supporting documentation, including the calculation of private travel charges, where applicable. Maintain and update welcome databases, personal files, briefing materials, and administrative records, ensuring accuracy, confidentiality, proper filing, and archiving. Support the organization of seminars, workshops, meetings, and other welcome related activities. Handle incoming calls on the switchboard. Update and maintain relevant Welcome lists and records, ensuring that supporting documentation is properly maintained and available for reference and audit purposes.

Education and Professional Experience Required Bachelor’s degree in Business Administration, Management, Tourism, or a related field Professional experience in administrative support, travel coordination, customer service, or similar tasks Good understanding of administrative procedures, document management, and record-keeping Very good command of English, both written and spoken Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel Previous experience in the humanitarian sector or an international organization is considered an asset