Support Officer

Description

• Purpose: The Support Officer provides key support in welcome coordination, premises management, HR, and basic finance-related tasks. The role ensures that administrative and support services are delivered smoothly and that all required documents particularly those related to financial transactions are properly prepared and archived. In the absence of other staff, the Support Officer may also manage finance activities such as cash and bank payments

Duties

• The incumbent performs the following activities within the department:
• In collaboration with Logistics department, organizes pick-up and accommodation (hotel, apartment, house) for all ICRC staff and guests
• Helps organize staff travel (plane, train, bus, etc.) by the most effective costs/mean and, if required, coordinates drop-off at/pick-up from airports, stations, etc.
• Organizes the Welcome side of events/meetings/seminars (ICRC/internal and non-ICRC/external), coordinating with the parties concerned
• Sends welcome messages for guests or BoM delegates containing all the necessary information: safety rules, travel procedures, communication policy, financial rules, guide/practical information for visitors. only
• Prepares and distributes the Welcome pack for BoM delegates (salary advance, telephone, visitor badges, welcome files, residence keys, etc.)
• Monitors the allocation of visitors' phones, SIM cards and chargers
• Manages and updates the telephone contact list, ensuring inclusion of new numbers for existing staff, newly recruited staff, and visitors
• In collaboration with Premises department, monitors the accommodation for visitors and ICRC employees either in ICRC residences or in hotels
• Sends EoM forms to get back all necessary documents signed and to ensure that guests and EoM delegates give back all equipment given at their arrival
• Requests for timely quotations of plane tickets according to travel requests
• Purchases plane tickets and books accommodation for missions (based on the approved travel request form) and follows up in the event of changes (pricing, validation etc.)
• In collaboration with Logistics department, organizes transfers from and to the airport, seminar or the workplace
• In coordination with the MAP Support Officer, does the follow-up for all entry and short stay visa applications for participants who cannot have a visa in their country of residence
• Keeps stationery list updated and is responsible for replenishing it
• When required, manages small working advances, ensuring all expenses are properly documented and reconciled
• Keeps all appropriate databases up to date on staff members, missions and other travel, document validity, residences, number of visitors/room nights, number of UNHAS flights and bills and any other relevant information (airlines, telephone numbers, etc.)
• Records employees data and their movements in the Welcome database
• Updates personal files and the Welcome database for employees and their families
• Supports in the organization of the communication flow between ICRC delegations, sub-delegations, offices, antennae and/or headquarters regarding staff travel
• Ensures that flight plans are sent to host delegations
• Sending EoM messages to GVA
• Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.
• Drops the visas and residence permits requests to the relevant interlocutors’ office.
• Does the follow-up until visa and permits are received
• Prepares the notes verbal and invitation letters for visa applications; sends copy of the document to the travellers, the GVA travel office and relevant stakeholders
• In coordination with the Finance Officer, ensures all invoices and financial supporting documents are complete, scanned, uploaded in the Offsite Accounting Tool and archived
• Supports bank payments (data entry in e-banking)
• Assigns STM validators
• Handles cash payments when the Finance officer is absent
• Maintains an organized record system for supporting documentation (TS etc.) to meet internal procedures and audit standards

Requisites

• Degree or diploma in Business Administration, Management, or a related field
• Minimum of 2 years’ experience in administrative or support functions; prior NGO experience is an asset
• Good organizational and coordination skills
• Attention to detail and ability to manage documentation accurately
• Ability to handle cash and bank responsibly and transparently
• Proficiency in Microsoft Office tools
• Discretion, integrity, and ability to work independently
• Working knowledge of English required; other languages depending on context

Notes

• Only shortlisted applicants will be contacted
• We are looking for someone who is methodical, responsible, beneficiary-oriented, organized with good organizational skills, with a good sense of teamwork, good communication skills, commitment, initiative, and respect for ICRC values
• We offer interesting, rewarding work in humanitarian and international environment
• The ICRC does not request any kind of monetary benefits in exchange for a place. The ICRC reserves the right to cancel any application resulting from illegal acts
• Please submit your application: CV, cover letter, copies of diplomas/certificates