Protocol & Events Officer + Executive Admin
International Committee of the Red Cross ( ICRC)
Total years of experience :24 years, 4 Months
-Coordination, Public Relation & support tasks :
-Handles the arrangements of bulk events; meetings, courses, workshops, Conferences & exhibitions…etc for Amman delegation, Regional units in AMM delegation, the Region and Geneva :
-Handles the arrangements of professional trips for AMM delegation, regional units in AMM delegation and the Region (short missions, beginning/end of mission, meetings/courses outside of Jordan, holidays paid by ICRC, family reunions, etc) :
*Coordinates with government institutions such as ministries & official representations such as embassies
*Coordinates with service providers & the implant travel office for the arrangement of services
Organize all travel related documents
Maintains contact with services providers
Ensures proper logistical support for all the movements
Ensure the necessary administrative related work
•Handles the arrangements (accommodation / tickets/ visas) over professional trips/short missions to/from Jordan
•Handles the arrangements for flights/accommodation of staff (expat/national) traveling abroad for seminars, courses, meetings, etc and their combination with private stay abroad or in Jordan
•Handles the arrangements for the Palestinian none ICRC staff entry to Jordan (approval entry) and their travel in/out of Jordan
•Handles the renewal of exit visas for the delegates deployed in Syria of restricted nationalities to enter Jordan
•Handles the arrangements for professional stays in Jordan for AMM delegation (Prot. team, Coop, etc)
•Handles the arrangements of private requests in & out of Jordan (stay/excursions in Jordan, travel abroad, visas for holiday destinations, transfers, etc
•Handles the arrangements of compensation trips, R&R .
•Handles the arrangements of trips for Holidays paid by the ICRC
•Handles the arrangements of the Trainings, Course, Meetings for RTU/region whether accommodation, flights, visas, movement, transfers, dinners, meeting set up, etc
•Handles the arrangements of Arabic courses; briefing schedule, visa, accommodation, transfers, etc
•Handles the arrangements of travel to Iraq and IQ visa process
•Handles the arrangements for the Palestinian ICRC staff entry to Jordan (approval entry) and their travel in/out of Jordan
•Do the preparation of meetings & Courses (Regional Training Unit, Learning & Development & others ) based on the fulfilment of all the organizer's needs whether by arranging/setting up the meeting room, providing training material/equipment, fulfilling their special needs, arranging for group events/diners, etc
•Support activities ( liaison between organizers & service providers )
• Accompany the organizer during the set up of workshops -which is one day prior to the start of the meeting and provide support in complex situations.
• Check the meeting room in the morning prior to the start of the opening session & Give a Morning briefing (welcome speech) on the arrangements of the workshop and other linked ADM issues •Do regular checks on services, lunches or what so ever while the meeting is running
•Reservation for : Hotel accommodation, Venues
• Arrange and issue visa's for those who is participating at the Courses and also who are travelling for private, Compensations & holidays paid by ICRC, and at times for professional (transit visa or visa to their final destination)
•Handling entry visas to Jordan (Preparing MFA application and follow up of the permissions).
•Handling entry, multiple visas ( with other embassies) inside and outside Jordan - coordinating with other ICRC delegations outside Jordan.
•Assigned and reserve restaurants for social events.
•Handling personnel & guests special requests.
•Handling expatriates travel request (Professional, personal, end of missions, beginning of missions & Family reunions ).
•Proposing flight options and issue flight tickets through a travel agent.
To handle reservation requests for individuals, companies and travel agents, received either by telephone, fax, E-mail, or any other communication tools.
To maintain Movenpick high standards of service and aggressive hospitality at all time.
Duties and Responsibilities
• Process reservations by mail, telephone, e-mail, fax and Trust System.
• Process reservations from sales offices, other hotel departments and travel agents.
• Knowledge of available room types, as well their location and layout.
• Knowledge the selling status, rates and benefits of all packages.
• Knowledge of hotel facilities.
• Handling guest special requests,
• Offering Hotel policies
• Communicate with other departments for VIP guests, or any special requests to be arranged by other departments.
• Coordinate airport pickups and other transportation requests.
• Knowledge of contracted policies with other companies.
• Handling reservation filing procedures.
• prepare daily reservation file, to be delivered to the Front Desk.
Working on Fidlio System 6.2 ver.
Participating in “World Economic Forum 2005” & then after that at the “World Economic Forum 2007” as a Guest Relation task force for the guest of his Majesty King Abdulla II
MP Dead Sea & MP Aqaba Reservation Cross Training
• Preparing & handling products and services proposals
• Setting meeting agenda with clients, visitors
• Setting meeting between ITAC Management & team.
• Follow up with clients and answering their demands and needs by
contacting them with ITAC team.
• Preparing for case studies .
• Managing office work including typing, correspondence, e-mails &
filing.
• Preparing for powerpoint reports & presentations for Sales Demonstration.
Participating with the management in outdoor meetings & seminars.
• Managing office work for the above depts., including typing,
correspondence, e-mails & filing.
• Compiling excel, powerpoint reports & presentations.
• Raising purchase orders & receiving quotations with regards to a
supply chain orders of various items.
• Setting meeting agenda with clients, visitors, employees.
• Handling airport & hotel reservations.
• Taking minutes of meeting
• Liaison with legal department for HR dept. issues
Introducing a new system for the Consumer Response Program, establishing mechanism for application, training, follow up on implementation and compiling monthly and weekly reports to that effect.
Provide a service that is in line with the CEO’s work habits and preferences.
b) Organizes and manages the day-to-day running of the manager's affairs to ensure the provision of high-quality support.
c) Manages the schedules to enhance effective time management and coordinates activities, prioritizes appointments and reschedules where necessary.
d) Manages, prioritizes, screens and monitors the manager correspondence, including calls, emails, post, and fax to ensure they are dealt with appropriately.
e) Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
f) Reminding the CEO on commitments and scheduled appointments.
g) Prepare correspondence on behalf of the CEO, including the drafting of general replies.
h) Opens and administers regular and electronic mail for the owner and follows-up, when required, to ensure proper action is taken on all incoming mail
i) Co-ordinates and manages office services, such as accommodation, equipment and supplies and general office maintenance
j) Ensure guests meeting with the CEO are well taken care of.
k) Provide a service that is in line with the CEO’s work habits and preferences.
l) Regular update on contact information, gift list items, labels, etc.
m) Answers telephone and relays calls and messages
1)Collects and researches information on assigned matters.
2) Produces reports and statistical analyses as per the request of the manager.
3) Ensures that documentation is correctly filed, maintains an efficient filing system.
4) Provide constant feedback on performance of employees
5) Manage travel booking and provide reminders
6) Ensures that all personal records and information are confidential
7) Ensures that all legal documents and data are valid and confidential
8) Manage event, hotel, and restaurant reservations.
• Managing office work for the above dept., including typing,
correspondence, e-mails & filing.
• Compiling excel, power point reports & presentations.
• Raising purchase orders
• Setting meeting agenda with clients, visitors, employees.
• Handling airport & hotel reservations.
• Taking minutes of meeting .
1. Short hand writing 2. Book keeping and Accounting 3. Correspondence & other communication 4. Office practice, filing & office automation, mechanism . 5. Commerce. 6. Ticketing booking & Fare . 7. English language. 8. Business banking. 9. Typing (Arabic – English) 10. Librarianship 11. Computer (Dos, Windows 9x/2000/XP, MS Office 2000/XP, surfing and Browsing the internet , using faxaway system).
(Tawjehi- Scientific Stream )
