This is to announce that Amman delegation has a vacancy for a Deputy Head of Welcome at the Welcome Department in Amman, Jordan.

General Functions

• Be aware of the Administration/Welcome policies, objectives and activities at all levels, local & regional & protect info on Welcome database at all times. 
• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times.
• Represents the ICRC in a professional manner at all times.
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers.
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC.
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.

ACCOUNTABILITIES AND RESPONSIBILITIES

• Manages all travel requests and distributes work cases on travel team.
• Provides technical support to the team and seek support from Head of Unit when needed.
• Ensuring that all travel requests are in accordance with ICRC travel policy.
• Involve management when needed for approvals or exceptional requests.
• Ensure that all movements are entered on Welcome travel data base and managed according to ICRC standards.
• Together with Head of Unit, produce statistics and reports related to travel.
• Works with Head of department on contract registration, collection and negotiations and contacts service providers to maintain service levels and negotiate best possible prices for services. Submits & follows up complaints with any of the service providers.
• Handles individual travel files when needed and cover for team absence along with the team.
• Handles file for RDU rotation and provide needed support.
• Advises the travelers on the best routing and the most cost-efficient solution for the ICRC.
• Ensures that all the security related approvals (internals and/or externals) are granted for specific movements. And respects/follows the security guidelines of the delegation. 
• Monitors the STM and AMM Welcome DB and makes sure that all requests are distributed and answered by the team in the best of manner & up to the dept.’s standards.
• Cross checks the responses of the team on requests & makes sure they are prompt; the given info is accurate, and the standards of excellent service & flexibility are always maintained
• Validates travel requests for the team and makes sure that all the needed administrative requirements are collected & the travel policy is applied & maintained.
• Checks all the official correspondence of the team to ministries & embassies.
• Ensures proper handling of official clearance to enter Jordan or any other country.
• Daily briefs the Head of unit over work cases, irregularities, team issues, etc
• Prioritize work cases to provide efficient service and finalise work cases.
• Checks and validates cash closing documents and finalize for processing at finance unit.
• Check and validates all travel related invoices for delegates travels and finalize for processing at finance.
• Checks and validates invoices received from service providers including hotels, travel agent, restaurants and finalize for payment.
• Works well under pressure (for example, during crisis) & undertakes extra work tasks when the need arises. Adapts to the extensive change on missions, change on travel dates, cancellation of flights, amendment of services, etc & provides extensive assistance to the team and the requesters of services.
• Adapts to the constant change of work pace in the dept and shows readiness to take over extra load.
• Support the head of unit and F&A Coordinator to develop Welcome strategy in terms of Welcome resources and emergency situation in the region.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision.
• Makes sure that deadlines for the PMD cycle are met.
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members.
• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information.
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed.
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year.
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities.
• Manages well the team and does thorough follow ups on their work cases.
• Coaches the team in a decisive manner and makes sure that the standards of excellent service are maintained, and hiccups are not repeated.
• Ensure fair distribution of work cases on the team and redistribute work cases when needed.
• Monitor work of Welcome field officers and report any issues to head of Unit.

Replaces Head of department when on leave, missions, etc : 

• Resumes full responsibility of department during absence of Head of unit.
• Manages daily work and provide needed support for team in work cases.
• Maintain contacts with official authorities and represent ICRC according to ICRC standards to ensure continuity of work and receiving necessary approvals.
• Manages absence of team and ensure continuity of work.
• Ensure that dept. standards are implemented, and service levels are maintained.
• Manage and solve any problems that might arise and solve any disputes in the team.
• To provide good managerial support to staff for them to achieve operational objectives.
• To assist the Welcome department in managing the structural changes that are affecting team performance.
• To improve customer satisfaction levels, provide cost-efficient, timely and quality service.
• Coordinates and ensure efficient organisation of conferences for institutional training done by the LnD and operational events (pick-up, accommodation, conference package, invitation letters, Welcome package/ mobile phone distribution…).
• Supervise the strategic planning of events and conferences at the delegation level.
• Provide the necessary information to the management to validate the planning.
• Coordinate the selection of hotels that will be participating in the tenders.
• Negotiate tenders, deals, prices and discounts with service providers (hotels, etc.).
• Coordinate and ensure timely pick-up and appropriate accommodation (hotel, apartment, house) for staff and guests.
• Ensure accommodation is safe and suitable to live in; contacts the appropriate department(s) in case of problems.
• Make sure that they receive all the information/documentation they need.
• Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.

ADDITIONAL DUTIES

• Follows up on all work-related messages and correspondence with the relevant contacts and departments.
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position.
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image.
• Takes responsibility for their own professional learning and development.
• 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.

EDUCATION AND PROFESSIONAL EXPERIENCE REQUIRED

• University degree or advanced technical certificate.
• Fluent command of spoken and written English and/or French.
• Computer proficiency and ability to run specific software.
• 6 years' experience in the same field of activity.

Interested in joining? Apply Now! The ICRC values diversity and is committed to creating an inclusive working environment, we welcome applications from all qualified candidates, also, equally qualified candidates with disability are encouraged to apply.

Please note that:

• Submission deadline for applicants: 3^rd of February 2025 the position will be filled once we find the right candidate, taking into consideration, that Akhtaboot applicants, due to system capacity, need to apply before 3^rd of February 2025
• The position will be filled once we find the right candidate.
• The position is open for Jordanian nationals, and eligible dependents governed by Jordanian law.
• Only applications with a cover letter and resume in English will be considered.
• Salary range between 1,659 – 1,963 Jordanian Dinar.

ICRC does not charge a fee or any favors at any stage of the recruitment process. if the candidate is asked for any fee or any service against our Code of Conduct, he/she must report to code_of_conduct@icrc.org or http://icrc.integrityplatform.org/

Kindly be informed that ICRC manages recruitment through a third party and doesn’t keep files of applicants. However, after receiving/downloading applications, note that the ICRC will keep your application file for a year, after which it will be deleted. If you’d like us to delete your file before this, kindly let us know.