Role & Responsibilities

Directly supporting the International Programmes team in administrative tasks, gathering department information & 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 Security Advisor administrative support.

Project Overview

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

Global Support Office (GSO) position based in Lausanne, Switzerland. Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply.

Starting Date / Initial Contract Details

May 2024. 50%, open-ended contract.

Key Activity Areas

Programmes & International Programmes Director Administrative Support, 70% of time required

• Provide support capacity where needed and as prioritised by the International Programmes Director (IPD), working in close coordination with Head of Country Programmes (HCPs), Global Emergency Response Team (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 Lausanne, Bern or Geneva to support 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 (up to 20%).

Technical Assistance, 20% of time required

• 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 and Annual Report Data.

Extra country-specific support (10%)

• Support special requests by monitoring an admin email address of resettlement requests, liaise with HCP and HR, track cases, preparation of letters and facilitate submission of forms for application.
• Support HCPs with the necessary administration to meet donor vetting requirements for specific grants, liaising with the relevant in-country logistic teams, and entering data into the donor vetting portal for approval

Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, 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. This position is Jobupfree.

Qualifications

• University degree or equivalent in a relevant subject such as Management / Development Studies /International Relations/ Business Administration or in a relevant technical subject.
• Excellent working knowledge of the English language (speaking and writing).

Experience

• 1-year post-qualification experience in a position in a humanitarian setting.
• Proven reporting and data analysis experience.
• Strong Christian commitment.
• Self-motivated, energetic, proactive, hard-working, servant-hearted.
• Excited about preparing and analysing 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 discouragement.
• 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