Medair

International Programmes Assistant

Medair

Job Description

  Directly supporting the International Programmes team in administrative tasks, gathering department KPI data, minuting meetings, collating feedback on new policies and positions, helping organize workshops, conferences and trainings, providing International Programmes Director (IPD) fieldtrip preparation support, Global Emergency Response Team and Advisor" id="link" class="link">Security Advisor administrative support.

Project Overview

Medair Global Support Office (GSO) provides operational guidance for Country Programmes, along with both technical and compassionate support for our relief workers. Within our headquarters and affiliate offices, we are also responsible for promoting the work of Medair to the world, to raise and manage the funds needed to run our life-saving and sustaining programmes, and to recruit international and GSO staff.

Medair’s International Programmes team oversees and supports all the Medair country programmes, as well as providing technical sectoral expertise, MEAL advice, security advice and Global Emergency Response Team (GERT) capacity.

Workplace & Working Conditions

Medair Global Support Office (GSO), Lausanne, Switzerland.**Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.** Starting Date / Initial Contract Details

As soon as possible. Part-time 50%, open-ended contract.

Key Activity Areas

Programmes & International Programmes Director Administrative Support
  • Provide support capacity where needed and as prioritised by the IPD, working in close Coordination with Head of Country Programmes (HCPs), GERT, Security Advisors and Sector Advisor Team Leads.
  • Maintain and introduce where necessary, streamlined administrative processes to enable the team to function efficiently and effectively in all Administration tasks.
  • Plan the weekly Programmes meeting and the bi‐weekly CD call.
  • Take meeting minutes with International Programmes Department, COVID Taskforce, CD group etc. Follow up with people on action points.
  • Support on knowledge management, Sharepoint and Box transfer for International Programmes.
  • Field travel support for IPD.
  • Travel to Bern or Geneva of notarizing country related documents or registration and visa applications.
  • Support organisation of team events, workshops and conferences.
  • Facilitate and map the annual International Programmes Calendar.
  • Collate feedback from CDs and International Programmes on various policy and process revisions.
  • Provide administrative, email and communications support to the IP Director.
Technical Assistance
  • To support the team in cross‐organisational activities such as the Core Humanitarian Standards.
  • Collate Country Strategy Plans and necessary administration.
  • Support the team with internal information management, such as gathering KPIs & Annual Report Data.
Extra country specific support
  • Support special requests from specific country programmes by monitoring email address of resettlement requests, liaise with HR Manager, track cases, preparation of letters and facilitate submission of forms for application.
Team Spiritual Life
  • Reflect the values of Medair with staff, beneficiaries, and external contacts.
  • Work and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
  • Encouraged to join and contribute to Medair’s international prayer network.
This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

  • University degree or equivalent in a relevant subject such as Management / Development Studies /International Relations/ Business Administration or in a relevant technical subject.
  • Strong working knowledge of English (spoken and written). French or Arabic desirable.

Experience

  • 1-year post-qualification experience in a position in a humanitarian setting.
  • Proven reporting and data Analysis experience.
  • Post-graduate degree in the humanitarian sector desirable.
  • Data Management desirable. Leadership training desirable.
  • Any software or IT communication tool to be mastered.
  • Computer literate with good working knowledge of Microsoft software.
  • Having worked with Databases, GIS, ODK software desirable.
  • Strong Christian commitment.
  • Self-motivated, energetic, proactive, hard-working, servant-hearted.
  • Excited about preparing and analysing narrative and financial reports.
  • Team-player with good inter-personal skills.
  • Contribute positively to the team atmosphere.
  • Tactful, multi-level communication. Strong people centred approach.
  • Capable of motivating people to meet deadlines in a supportive way.
  • Familiar with intercultural differences.
  • Capacity to work under pressure, with short deadlines and manage personal stress levels.
  • Able to persevere in the face of difficulties and discouragements.
  • Creative, open-minded, flexible, self-learner.
  • Actively looking for ways to improve the quality of Medair’s work.
  • Knowledge of Humanitarian Essentials, Sphere, CHS and HAP Standards and other international humanitarian guidelines and protocols.
  • Advanced planning, assessment and analytical skills. Good report and proposal writing skills.
  • Good networking, advocacy and negotiation skills. Committed to consultative and servant leadership.
  • Excellent communication skills.
Before you apply

Please ensure you are fully aware of the: a) Medair organisational values.

b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, Medair’s accountability policies and best practices.

c) Key Profiles & Benefits Package provided for Internationally Recruited Staff (IRS).

d) Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

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