Welcome Officer (with premises management tasks)

The International Committee of the Red Cross (ICRC) is an impartial, neutral, and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflicts and other situations of violence and to provide them with assistance. It directs and coordinates the international relief activities conducted by the International Red Cross and Red Crescent Movement in situations of conflict. It also endeavors to prevent suffering by promoting and strengthening humanitarian law and universal humanitarian principles.

The ICRC Mission in Dushanbe is looking for a:

Welcome Officer (with premises management tasks)

based in Dushanbe with 100% activity rate

Purpose:

The Welcome Officer ensures that Welcome activities are organized smoothly, including coordination of pick-up/drop-off of ICRC staff and guests, travel arrangements, visas, and permits, official registration, and accommodation. 

Function Description

Accountabilities and Responsibilities:

Welcome responsibilities:

• Ensures that staff and guests are met on arrival and brought to suitable accommodation (hotel, apartment, house). 
• Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.
• Organizes 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.
• Organizes communication flow between ICRC offices, sub-delegations, delegations and/or headquarters regarding staff travel.
• Keeps all appropriate databases up to date on staff members, missions/other travel, document validity, residences, and any other relevant information (schools, airlines, telephone numbers, etc.).
• Organizes Welcome files, business cards, briefing programs and tours of the delegation for new arrivals.
• Organizes the Welcome side of events/meetings/seminars, coordinating with the parties concerned.

Premises Management Responsibilities 

• Participates in determining accommodation and office space needs and identifies premises accordingly.
• Organizes the selection of new residences as per the Housing Policy
• Negotiates and prepares rental contracts
• Renews, updates, and terminates the premises rental contracts
• Prepares all rental payments and submits to the Finance department for execution of payments by cheque, bank transfer, or cash.
• Analyses the set-up of premises, including the passive security measures in place, and proposes corrective measures when necessary. 
• Coordinates proper maintenance of all premises and infrastructure.
• Contributes to drawing up housing policy 
• Deals with relevant external contacts, service providers, and suppliers. Coordinates maintenance work carried out by external contractors.
• Supervises and controls expenses and service costs related to premises/maintenance 
• Supervises the ordering or purchasing of necessary material and supplies, and maintains related stocks.

Selection requirements and experience

• University Degree and certification in relevant (preferably) area 
• Minimum 4 years of experience in same field, preferably in an international environment or a matrix organization
• Fluent in written and spoken English, Tajik and Russian
• Excellent communication, networking & negotiation skills (written and oral)
• Good computer skills
• Team player

Your profile

• Strongly motivated by humanitarian work, with the capacity to engage, persuade, and influence others
• Emotional intelligence, effective communication and listening skills 
• Open-minded and adaptable, ability to interact collaboratively in a multicultural team
• Neat appearance, well-developed writing and analytical skills

We offer rewarding and enriching work in a humanitarian and international environment, and also:

• Initial training and on-boarding organised
• Possibilities of working in a fast-paced international environment
• A competitive salary with benefits with an initial one-year employment contract

Starting date: as soon as possible

Interested candidates should send their CV, motivation letters as well as any recommendation letters to the ICRC Mission in Dushanbe, 1st pass N. Muhammad str. 6a, or by e-mail to dus hr services dus_hr_services@icrc.org  with the title "Welcome Officer". 

Deadline: July 22, 2024. Only short-listed candidates will be contacted for an interview.