Duties and Responsibilities
Guests relations and coordination 8
Promote strategic and cordial communication and relationships with approved visitors in relation to itinerary, travel requirements, bookings
Ensure there is an approved protocol for visitor management and is communicated across all relevant departments.
Handle issues regarding issuance of Visa invitation letters to all international visitors in collaboration with government protocol department
Coordinate implementation of visitor management protocol from -pre-arrival information, briefing to visit conclusion
Coordinate with hosting departments to ensure harmonized communication to ensure successful visits.
Coordinate with security department and child safeguarding for briefings, support and adherence to the same
Develop itineraries, task schedules and master calendar for all key activities to be carried out by WV Kenya visitors.
Ensure timely, courteous and accurate response to enquiries from guests.
Plan, manage and coordinate logistical needs for all approved visitors in conjunction with administration and WV Kenya hosts.
Ensure timely airport pick up and accommodation for approved guests as per schedule.
Compile and update welcome information package for guests annually.
Ensure feedback by guests are received, filed and used to improve guest relations experience and support.
Ensure all guests comply with WV Kenya guest relation’s guidelines, policies and procedures.
Ensure all WV guests sign an acknowledgement that they know, understand and will follow World Vision Kenya’s Safeguarding Policy and keep signed agreements on file.
Coordinate with administration for visitor vehicle facilitation and where necessary facilitate the visitors directly
Reporting and visit Experience Improvement 15%
Ensure that feedback from guests is received, filed and used to improve guest relation’s support.
Compile monthly reports of anticipated and actual approved visits, and share with SLT for planning purposes
Facilitate and file duly signed protocol documents (eg. Child and Adult Safeguarding protocols, Security Acknowledgment, Evidence of Informed Consent for photos and videos and Trip Evaluation/Satisfaction forms).
Work closely with Liaison Officers to ensure effective and efficient maintenance and use of vehicles as per WVK motor vehicle policy
Ensure timely submission of approved vehicle report and consolidate monthly fuel receipts to Fleet Manager
Qualifications, Skills and Knowledge
Bachelor’s degree in Public Relations, Hospitality, Tourism, Communications, Social Sciences, Community Development or related field from an accredited institution.
At least 3 years of experience with non-government organization or busy guest relations/ hospitality office preferred.
Excellent communication and public relations skills
Demonstrate awareness of Occupational Health & Safety policies and procedures including Basic First Aid training
Valid and clean driving license with class B, C and E.
Three years’ experience in driving class B, C and E vehicles (Manual Transmission is a MUST)
Ability to work effectively with guests and colleagues from different viewpoints, cultures and countries
Must possess professionalism with impeccable grooming and presentation
Excellent organizational skills with a high level of responsibility and commitment
Ability to work well under pressure in a fast-paced environment.
Willing to work flexible schedule with changing shifts including Weekends and Holidays
Must be a committed Christian, able to stand above denominational diversities.
Demonstrate awareness of Occupational Health & Safety policies and procedures including Basic First Aid training
Apply via :
.wd1.myworkdayjobs.com
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