OFFICER, PROGRAMS HUMANITARIAN RESPONSE TRAINING UNIT (HRTU)

Program Description

Responsible for coordinating and delivering the administrative and logistical duties required for the implementation of Humanitarian Response Training Unit (HRTU) projects. While supporting all unit projects, the PO’s primary focus and responsibilities will be linked to supporting the Building a Better Response and National NGO Program on Humanitarian Leadership projects.

JOB SUMMARY:

Responsible for coordinating and delivering the administrative and logistical duties required for the implementation of Humanitarian Response Training Unit (HRTU) projects. While supporting all unit projects, the PO’s primary focus and responsibilities will be linked to supporting the Building a Better Response and National NGO Program on Humanitarian Leadership projects.

To perform this job successfully, an individual must be able to perform following functions with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

• Coordinate logistical tasks related to identification and contracting of training sites • Perform event preparation activities, including: 1) Procure, print, and compile manuals, name tags, sign-in sheets, participants list, certificates, etc.; 2) with Order resources and office supplies; 3) Coordinate production of visibility items, if needed; 4) Initiate procurement documents (requisition forms, etc.); 5) Submit travel requests and coordinate travel arrangements; 6) Provide extensive preparatory and on-site logistical support for training events; 6) Other tasks to support the training organizing team and facilitators • Perform compliance procedures such as background checks • Participate in the collation and summary of workshop feedback from participants and resource persons, as well as the production of workshop reports • Assist with the collation and analysis of assessment data • Assist with the tracking and collection of deliverables • Collect and enter data in training tracking database • Support the dissemination of information related to the projects to various audiences worldwide • Take notes for program and team meetings, and assist with scheduling of meetings • Arrange HRTU-related travel, including staff, consultants, and participants in workshops, meetings, and other events, including securing and coordinating air and train travel, ground transportation, invitation letters, visas, and whatever else is needed • Travel to workshop locations to provide onsite logistical and administrative support; arrange all the logistics with the workshop/meeting sites and independently troubleshoot as needed: room reservations; overseeing conference room set-up; ensuring all materials needed are available; 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. • In consultation with HRTU Director and Program Managers, 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 • Manage the design, production, and ordering of visibility items for HRTU projects • Ensure that the stock of HRTU printed materials is maintained and that the most recent and up-to-date versions of all materials are available in soft and hard copies • Provide backstopping and coverage of activities for other HRTU team members, as well as providing support to other departments working on HRTU projects, as needed • Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organizations Code of Conduct, ethics, values and stand-point with regard to internal and external actors.

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 area. Equivalent combination of relevant education and experience may be substituted as appropriate • Typically, 3+ years of relevant experience, especially with administrative and logistical support for trainings or other events • Experience in working in diverse cultural teams • Excellent computer skills and knowledge, especially with MS Word, Excel, and PowerPoint • Excellent organizational skills; ability to multitask in a fast-paced environment • Strong customer service skills • Excellent communication skills

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.