Welcome Assistant (multiple positions)

About us:

The ICRC is an international organization present in Ukraine since 2014. It works independently, supporting people affected by the conflict and violence, irrespective of their nationality, race, religious beliefs, class or political opinions. Since February 2022, it has increased its aid and is providing food, water, shelter, and medical aid to people and institutions. 

It has currently offices in Kyiv, Poltava, Vinnytsia, Donetsk, Luhansk, Lviv, Odesa, Dnipro.

ICRC is Equal Opportunity Employer giving the highest priority to staff safety and security.

For more information about the ICRC, visit ICRC in Ukraine.

Context of the role:

Our work is expanding with the growth of operations, staff, and coordination between the different offices. We are looking for two Welcome Assistants to answer the growing needs of our Kyiv delegation. 

Your responsibilities:

You are the first point of contact for all visitors, be it at our office reception or temporary setup. As the Welcome Assistant, you will ensure that Welcome Activities are carried out and organized smoothly, including the coordination of pick-up/drop-off of ICRC staff and guests, travel arrangements, visas, permits, official registration and accommodation. You also look at managing the incoming communication and handling other administrative tasks as required. 

As the Welcome Assistant, you will ensure that Welcome Activities are carried out and organized smoothly, including the coordination of pick-up/drop-off of ICRC staff and guests, travel arrangements, visas, permits, official registration and accommodation. You are the first point of contact for all visitors, be it at our office reception or our temporary set-up. You also look at managing the incoming communication and handling other administrative tasks as required. 

Travel, hotel accommodation, premises and event organization

• Organizes pick-up and accommodation (hotel, apartment, house) for staff and guests.
• Organizes mobile and resident 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.
• Provides consultation for mobile and resident staff members in complex travel and hotel accommodation questions following ICRC Travel Policy and iDevelop Policy.
• Organizes communication flow between ICRC offices, sub-delegation, delegations and/or headquarters regarding staff travel.
• Organizes middle and large events/meetings/seminars in coordination with the parties concerned.
• Assist Welcome Responsible for searching for new venues and identifying potential premises for office space & accommodation.
• When needed, responsible for invoicing, deals with the travel agency: monitors ticket prices and proceeds with preparing supporting documents for payment over invoices.    
• Manages the supply and distribution of coffee break, water and cleaning materials: ensures that the replenishment is organized on time. Calculates the consumption statistics and suggests improvements. All financial documentation is done and submitted for validation promptly and accordingly.
• Assists Premises Manager in creating and arranging storage places for any Premises or Department’s equipment and items;
• Is in charge of preparing, compiling, sending, receiving and dispatching the bordereau (pouch), ensures the distribution to all concerned departments of the incoming mail from the other sites;
• Receives all correspondence from the post office, registers it and passes it to the Administration;
• Translates documents and conversations if needed.

Welcome database management

• Keeps all appropriate databases and filling system up to date on mobile staff members, missions and other travel, document validity, residences, and other relevant information about schools, airlines, telephone numbers, etc.).
• Provides support to mobile staff in beginning and end of mission instructions and clarifications.

Others 

• Assists the Welcome department in all administrative activities as requested.
• Organizes Welcome files, business cards, briefing programs and tours of the delegation for new arrivals;
• Interacts with relevant authorities (ministries, consulates, etc.) regarding certificates, visas, permits, registration, etc.
• Coordinates with Finance in finalizing invoices, supporting documents and their payments.
• Handles in rotation the cash flow in the department settling the working advance before taking a new one. 
• Handles distribution of mobile phones and follows up their receipt back upon the end of the mission of a Delegate.
• Follows up on all work-related messages and correspondence with the relevant contacts and departments.
• Offers solutions and revision/creation of guidelines for the staff to keep good maintenance of the premises;
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contracts relevant to the position.
• Collects and shares information to improve the ICRC’s understanding of the environment and humanitarian trends and responses. 
• Appropriately represents the ICRC during activities, in meetings and the field, and avoids any action that may reflect negatively on the ICRC’s image. 
• Takes responsibility for their professional learning and development.

Your Profile

To be successful as a Welcome Assistant, you possess the following qualifications and experience and have the following characteristics:

• You bring 2-3 years of work experience in a similar field of activity
• A university degree is an asset, and a high school or professional school degree is mandatory.
• You are fluent in written and spoken Ukrainian, and you possess a good knowledge of English.
• Your computer skills are good - you are at ease with technology and can use office equipment (PC, switchboard, radio, etc.)
• Your communication skills are excellent, including the ability to deal with external stakeholders and represent the ICRC. 
• You possess a strong sense of structure, you can adhere to the implementation of ICRC procedures, and you can work systematically and rigorously.  
• You can create a good working relationship in an international environment, knowledge of the ICRC and Red Cross and Red Crescent Movement is an advantage.
• You bring good interpersonal skills, cultural awareness and commitment to delivering a beneficiary-centred approach.   

We expect you to have the ability to work with different groups, partners and nationalities. You are self-motivated with a strong commitment to teamwork and humanitarian principles. You have a welcoming attitude and politeness. You are flexible, enthusiastic and have the willingness to learn from others. You have the proven ability to organize and prioritize multiple tasks and cope with competing demands under tight deadlines.

Position Details:

• Start date: Immediately
• Location: Kyiv 
• Type of contract: Permanent

Our Offer

• A unique and rewarding opportunity to work in a fast-paced environment in the humanitarian sector.
• A competitive salary and benefits based on the ICRC Compensation and Benefits framework.
• Training and development opportunities to strengthen and grow within the organization and your professional field. 
• An opportunity to develop and strengthen the quality of the services provided to our beneficiaries and support our staff members’ professional and personal development.    

Application Process

Yes? Then apply! Please send us an e-mail at Відправити резюме  

Your application should be submitted by 16 May 2022 and contains the following:

• Please use the following subject line for your e-mail message: WA_KYI_052022 Family Name, First Name
• A cover/motivation letter (in English) setting out briefly your motivation and suitability for the position. The ICRC will pay special attention to it while shortlisting the applicants.
• A complete and up-to-date CV (in English) 
• The contact details of three professional referees and your salary expectations. 

Due to the urgency of the position, the ICRC reserves the right to recruit a candidate who matches the required profile before the above deadline, and only shortlisted candidates will be contacted. We encourage all qualified candidates to apply, irrespective of ethnicity, race, gender, disability, or age, as part of the recruitment policy of the ICRC.