Senior Officer, Programs Humanitarian Response Training Unit (HRTU)

BACKGROUND

The Senior Programs Officer HRTU will assist with the administrative and logistical duties required for the implementation of Humanitarian Response Training Unit (HRTU) projects in the department. In particular, this position will be responsible for supporting the implementation of the Building a Better Response (BBR) and Humanitarian Coordination Simulation projects

JOB SUMMARY:

The Senior Programs Officer HRTU will assist with the administrative and logistical duties required for the implementation of Humanitarian Response Training Unit (HRTU) projects in the department. In particular, this position will be responsible for supporting the implementation of the Building a Better Response (BBR) and Humanitarian Coordination Simulation projects

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

Building a Better Response (BBR)

• Work with the procurement team to identify and enter into contract negotiations with training venues.
• Coordinate and manage financial matters arising during and after a workshop or other event, e.g. reviewing invoices, reimbursing participants, ensuring that all payments are made in due time.
• Coordinate the performance of workshop preparation activities, including ordering supplies, printing, shipping, travel arrangements, production of visibility items, procurement documents, etc.
• Coordinate the workshop participant application process, including confirmation of application, formatting and organization of application materials, etc.
• Support the coordination of travel arrangements for workshop/meeting participants and staff (including air travel, ground transportation, visa support letters, etc.).
• Arrange all the logistics with the workshop sites and independently troubleshoot as needed: room reservations; overseeing conference room set-up to ensure that all materials needed are available and the room is set as needed for the day’s activities; organizing PowerPoint presentations and hand-outs needed for each day; working with location staff to schedule lunches and breaks; attending to special needs of any participant, facilitator, or guest speaker; etc. This includes tracking attendees to ensure their participation and transport to the workshop/meeting site.
• Perform the above duties, as needed, for non-workshop events, such as Advisory Committee and partners meetings, to include venue reservation, coordination of catering, participant travel arrangements, etc.
• Assist with the development of workshop curriculum materials, including formatting, standardization, gathering reference materials, etc.
• Collect and enter data into government training tracking database.
• Take notes for all BBR-related meetings, e.g., management team, partners, etc.
• Assist with the dissemination of information related to the project to various audiences worldwide.
• Work with BBR team members to coordinate the procurement of supplies and services from domestic vendors, e.g., translation services, promotional materials.
• Serve as the central organizer for all products and documents created by the project (e.g., workshop materials, reports, flyers, etc.).
• Keep track of the inventory of BBR visibility items and ensure items are restocked as needed.
• Manage the maintenance of the project website and generate content (announcements, success stories, etc.) to keep the website up-to-date and relevant.

Simulation project

• Assist with the development of simulation curriculum materials, including formatting, standardization, gathering reference materials, etc.
• Coordinate the tracking of review of materials created by the project, including collating input from reviewers, etc., and compiling data collected.
• Coordinate note-taking for all meetings and events.
• Provide logistical support related to identification of meeting and simulation exercise sites, including site visits, venue reservation, etc.
• Coordinate the procurement of supplies and services for meetings and simulation exercises.
• Serve as the central organizer for all products and documents created by the project (e.g., simulation materials, reports, flyers, etc.).
• Submit travel requests and coordinate travel arrangements for all participants and facilitators (including air travel, ground transportation, etc.).
• Provide support with procurement documents (requisition forms, etc.).
• Support the simulation organizing team and facilitators in all the logistics required to carry out three-day simulation exercises, including materials procurement, catering and lodging, on-site organization of all materials and goods, set-up and clean-up of the simulation sites, liaising with catering and venue management to ensure all aspects of the event are running smoothly, coordination with event facilitators and staff members on any additional logistics tasks required, etc.
• Assist with collecting data for beneficiary tracking.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Code of Conduct As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

Equal Opportunities International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

MINIMUM QUALIFICATIONS

• Typically, a Bachelor’s degree in related field. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 5+ years of relevant professional work experience
• Familiarity with humanitarian issues
• Experience organizing events and/or trainings
• Proficient in computer applications, especially with MS Word, Excel, and PowerPoint
• Ability to think quickly on one’s feet, handle many different tasks simultaneously, and work collaboratively

Misconduct Disclosure Scheme

All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.