Job Description, Duties and Responsibilities

ICRC LONDON

FUNCTION:Welcome and Finance Admin Assistant

DEPARTMENT:Administration

Place of employment:London

DIRECT SUPERIOR:Finance and HR Manager

STAFF MEMBERS FOR WHOM

HE/SHE IS RESPONSIBLE :N/A

CONTEXT

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

The ICRC Mission in the UK and Ireland, maintains its offices at the British Red Cross (BRC) headquarters in London. The objective of the ICRC Mission in London is to represent the ICRC to the UK and Irish authorities and the National Societies in both countries. This includes: to develop and ensure ongoing relations with key UK/ROI-based stakeholders, including the legislatures, the armed forces and the diverse range of humanitarian actors based in both countries.

The ICRC UK and Ireland Mission has an office in Belfast in order to pursue its operational objectives in Northern Ireland.

GENERAL SCOPE OF WORK

Works directly under the supervision of the Finance and HR Manager and is responsible for the Welcome resource and administration support to the ICRC Mission according to ICRC standards and procedures.

COMPETENCIES REQUIRED

  • University degree or equivalent
  • Work experience in a similar position
  • Excellent command of written and spoken English
  • Excellent computer skills. Experience in using collaboration tools/platforms (e.g. Lotus Notes)
  • Initiative, excellent organisational skills
  • Ability to work effectively under pressure and to deliver within deadlines
  • Ability to work autonomously and as part of a team
  • Sense of responsibility and capacity to fix and respect priorities
  • Excellent communication skills and at ease with internal and external contacts
  • Ability to handle sensitive information with all required confidentiality
  • Aptitude for applying and ensuring compliance with ICRC directives and procedures
  • Ability to travel occasionally to other destinations in the UK and abroad
  • Possesses the right to work in the UK

DUTIES AND RESPONSIBILITES

International/National Air Travel

  • Acts as focal point for the appointed travel agency and follows up and books travel requests via the agency
  • Makes sure that each Travel Request Form is duly completedby the individual and approved by the respective cost centre Manager, Head of Mission and Finance Manager before any booking is made
  • Collects air travel offers for all destinations, communicates offers to the requesters
  • Ensures that tickets are booked and purchased in accordance with the ICRC rules and procedures
  • Provides all relevant information to requesters on the ICRC regulations regarding air travel as well as on the availability of the flights and air companies operating in the region
  • Updates Welcome database with the information relevant to the air travel
  • Drafts quarterly statistics on air travel and provides information to Management upon request
  • Files all travel related messages (compensation, holidays, family reunions, professional travel, supporting justification)

Visas for International Air Travel

  • Ensures transmission of proper information on visa requirements for travel to different destinations
  • Drafts necessary documents/letters necessary to submit requests for visas
  • Follows up with different embassies for issuance of visas and keeps requester updated on the status of the file
  • Keeps him/herself informed on regulations for visa requirements with different embassies
  • Monitors visa expiration dates
  • Submits all relevant documents for visa renewals to the authorities and follows up / checks on the progress of the file

Welcome File

  • Regularly updates the Delegation’s Welcome File based on the information received
  • Proposes changes, updates and modification of Welcome File (new restaurants, trips, social life)
  • Ensures proper filing is in place for the Welcome and Admin files

Databases

  • Updates personal files of mobile staff members in the Welcome database regularly based on the documents received
  • Fills the Welcome database with the relevant staff member’s data and keeps it up-to-date at all times

Accommodation

  • Organizes accommodation/books hotels for staff members when necessary
  • Books hotel accommodation for visitors and external interlocutors when relevant
  • Guarantees the smooth arrival and departure of new/departing staff members and visitors (instructs chosen taxi company, prepares welcome file, adds salary advances when relevant, etc)
  • Follows up arrivals – departures of staff and visitors
  • Under supervision of the Finance & HR Manager assists in assessment of hotels
  • Assists in arrangement of seminars and conferences
  • Checks hotel bills and prepares the supporting documents for payment
  • Updates regularly,accommodation details in Welcome database

Finance

  • Gathering the information and approvals necessary to draw up complete accounting documents in accordance with financial accounting rules (invoices for payment)
  • Checking the validity of invoices for payment
  • Entering accounting allocations using the SunSystems application
  • Controls, checks and pre-approves all expenses related to Welcome files before submitting to Administration (hotel bills, air travel bills, etc.) in accordance with the Mission’s Rules on Financial management
  • Assists in the monthly accounting process

Briefing for staff members

  • Conducts briefings of new delegates on Welcome activities and collects all necessary documents from the arriving delegates for further filing
  • Explains Mission’s procedures and rules on visa renewals and air travel

Contact with external service providers

  • Ensures permanent contact with travel agency and selected hotels, monitors market and prices and makes sure thatthe ICRC is offered competitive price

OTHER DUTIES

  • Liaise with and supports Belfast administration regarding welcome, finance and administration
  • To undertake relevant training as necessary
  • The employee may be asked to perform duties and tasks not covered in this job description as well as to provide support to other departments when necessary
  • Respects and observes the staff regulations of the ICRC
  • During the absence of the Information Management Officer and EA, deputises and provides adequate support to the Mission