This is a limited duration full-time position for 8 months which includes Medical Teams full benefits package.
The HRT Response Specialist administers key elements of the HRTs functions including the coordination of headquarters support function to humanitarian responses; leading proposal development and submission; supporting representation at key humanitarian coordination forums and being a source of accurate and up to date information about ongoing responses for headquarters; and managing the HEAT+ course on a rotational basis. This role is integral to Medical Teams reaching its aspirational goals of tripling the number of displaced and crisis affected people served and increasing capacity to respond to sudden onset and chronic emergencies.
The role can serve as the headquarters liaison point for disaster responses, and to other HQ departments such as Marketing and Development, Human Resources (including volunteer deployment needs with the support of the Program Support Officer), Finance, Information Systems, and Logistics. The Response Specialist ensures strong coordination on proposal development and streamlined support from support services to the field. The Response Specialist is well organized, a strong communicator, a skilled manager, a resources mobiliser, a strategic planner, and an influencer.
When in a deployed role, in various locations in Ukraine or neighboring countries, this position is generally responsible for serving as Field Coordinator, Head of Support Services, Operations Manager and/or Grants and Information Manager. This role will draw on their experience to identify with the response team institutional donor funding, establish strong operational policies and procedures, mentor local staff and monitor the implementation of the response. This role is one of three Response Specialists within the Humanitarian Response Team. While the JDs are similar in scope, they will focus on different country responses, rotate the management of the HEAT+ course, and have a few different specialties. Yet due to the dynamic nature of the HRT, all are expected to be able to adapt and flex into different responsibilities as needed.
Medical Teams International Calling:
Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Support the Director of Humanitarian Response and Senior Response Manager in the administration of humanitarian response strategies, annual work plans, and reporting against team and group outcomes and indicators.
Collaborate with other HRT members on the continual improvement and implementation of the Humanitarian Response Plan.
Available to deploy to a humanitarian emergency either to support immediate operational setup or in a leadership role, and after the initial program startup phase to support proposal development and field coordination.
Provide updates to the organization on emerging crises and monitor through coordination meetings and humanitarian reports. Support the HRT in strategy decision making when new crises emerge.
Contribute to the achievements of the MTI Core Humanitarian Standard Improvement Plan.
Support horizon scanning and desktop scoping of emerging humanitarian crises to determine if MTI should take action to respond or partner.
Provide support for MTIs emergency responses and where necessary, backstop in-country teams.
In coordination with the Emergency Medical Coordinator, support documentation of findings from needs assessments in new and ongoing humanitarian crises, especially with identifying barriers to health care.
Provide support to Country Directors/Managers in order to develop, implement and monitor country strategies and work plans.
Support the administration of scenario-based exercises, like tabletops and other simulations, for Medical Teams to practice response actions with headquarters and HRT staff.
Support HQ staff to ensure that HQ program reporting, information and data is current, including country information, proposals, and funding needs.
When deployed to a response, provide regular and clear reporting as required by the humanitarian response team leader.
Ensure communications algorithms are followed through regular Response Management meetings, sitreps, and other information for awareness and support across MTI.
Represent Medical Teams at field coordination meetings and global humanitarian coordination bodies as needed.
Training and Capacity Building
Duties may include:
Support humanitarian capacity building for staff at headquarters, country offices and the MTI Humanitarian Response Roster through:
Organizational strategy: Workforce mapping to determine capacity of organization, where we want to go, and how we get there.
Individual capacity building: Assess needs and coordinate trainings or capacity building plans for staff for more effective humanitarian response.
Work with Talent and Country Directors to identify opportunities for national staff for deployment for further capacity building and growth of the organizational response capacity.
Course management on a rotational basis with other RS of the Hostile Environment Awareness Training plus Humanitarian Principles course including overseeing facilitators, participants, administrative and support staff.
Contract management of training partner organizations and personnel for Medical Teams humanitarian training programs.
Support the development of partnerships with other NGOs in emergency response to form complimentary response plans and/or work as a consortium for donor funding. Including the drafting of MOUs, joint funding budgets, and due diligence tasks.
Finance, Human Resources, and Logistics
Duties may include:
Build strong relationships with HQ support functions to build their readiness and understanding for Medical Teams humanitarian responses.
Coordinate with Medical Teams HQ to support humanitarian teams in the field with finance, HR, and logistics functions.
Support with the documentation and management for response budgets and ensure expenses are documented per the financial section of the Field Operations Manual.
Assist in recruitment of new country personnel.
In a start-up, be the point person for all new staff deployed in designated countries (consultants, staff from other country programs, or new employees) in terms of onboarding and general organizational support while they are deployed to ensure clear implementation of support function policies and procedures.
Ensure staff care policies are communicated and upheld in HRT country programs, and work to continually improve services offered.
Establish a system of staff check-ins in HRT country programs to contribute to a positive team culture and further staff care
Ensure sufficient feedback is solicited from deployed staff in terms of HQ support and find ways to implement lessons learned. Document feedback from key HQ staff on new staff in terms of expectations and future employment possibilities.
Assess need and feasibility for performance management and ensure HR has system for HRT country programs
Lead or support with the writing of institutional donor and private funder concept notes and proposals based upon needs analysis for humanitarian health interventions, with the support of other team members on the Humanitarian Response Team.
Liaise with the Marketing and Development Department to review all outgoing media communications for assigned countries.
Serve as lead on corresponding with Integral partners and other INGOs at the HQ level and when needed at field level on possible joint grant applications or private funding support to MTI programs.
Engage in various HQ working groups, steering committees, or other initiatives to ensure humanitarian programming and field experience are considered
Safety and Security
Support with updates or development of country/program security guidelines, in close coordination with the Global Safety and Security Advisor, Country Directors, and Security Focal Points.
Support implementation and compliance of MTIs security policy and standards for MTI operations.
Comply with and promote all relevant MTI policies and procedures with respect to child safeguarding, safety and security, PSEA, code of conduct, equal opportunities, and other relevant policies.
Deliver PSEA trainings as needed in new responses and implement ReportLine incident reporting rollout.
Support headquarters international Crisis Management Team, as needed.
Support the management of programs and staff according to Medical Teams policies and Field Operations Manual in the event of being deployed during an emergency response.
Supervise staff within the HRT as needed if Senior Response Manager is deployed.
When deployed, oversee national staff hiring and closely collaborate with HR deployed staff on human resource framework for the country office.
Support accountability of country strategies, program design, monitoring and evaluations, recruitment, staff onboarding, trainings and performance management, and partnership agreements.
Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies.
Identify tasks and roles that can utilize volunteers, where possible.
Additional duties as assigned.
EDUCATION, LICENSES, & CERTIFICATIONS
Bachelors degree in international relations or related field.
International drivers license, or ability to obtain one.
Current first aid certificate
Train the trainer Certificate, or similar.
Masters degree in public health, international relations or related field.
Hostile Environment Awareness Training.
Training facilitation experience.
4-6 years related experience in aid sector.
Minimum 3 years in a field-based management role delivering humanitarian assistance funded by institutional donors.
Minimum 1 years operational experience in conflict or complex natural disaster emergency responses with an aid organization.
Demonstrated management experience of finance, logistics, and HR field practices in the humanitarian context.
Experience developing proposals and implementing grants from several of the following donors: UNHCR, UNICEF, UNFPA, WFP, OFDA/BHA, ECHO, PRM and Country Based Pooled Funds.
Demonstrated experience working in partnership with other NGOs through consortiums, coordinated response etc.
Experienced in implementing security procedures in insecure environment utilizing a community acceptance strategy.
Aware of current safety and security practices and issues affecting the humanitarian community globally.
Experience in training design and delivery to a multi-national audience.
Experience managing and developing budgets.
Experience in large humanitarian responses.
Experience in direct donor engagement and negotiation for institutional funding.
Experience as an Operations Director or Head of Support Services, preferred.
KNOWLEDGE, SKILLS, & ABILITIES
Commitment to Medical Teams International Calling and Values.
Ability to build and maintain a high functioning, high performing work team.
Ability to deploy to international locations on short notice and travel up to 40% of the time.
A knowledge of humanitarian contexts and application of humanitarian principles.
A knowledge of project cycle management and the Core Humanitarian Standards.
Self-motivated with the ability to work autonomously in a highly stressful and challenging environment.
Ability to maintain and develop collaborative relationships.
Ability to set clear objectives with teams and individuals, and monitor progress and performance.
An understanding of conflict resolution and experience in negotiation to support positive outcomes.
Able to make decisions in stressful and chaotic situations.
Able to articulate plans and decisions cross-culturally.
Thorough knowledge of the humanitarian system and current developments, including the transformative agenda and Grand Bargain.
Must be able to exercise considerable initiative.
Detail oriented with an ability to maintain accurate records.
Ability to maintain and protect the confidentiality of organization information.
Ability to handle multiple projects simultaneously; flexible.
Ability to operate well in a fast-paced work environment.
Ability to work flexible schedule and weekends as needed.
Proven skills in concise and succinct report writing. Ability to prioritize security related tasks and complete reports to deadlines.
Ability to formulate and communicate analysis of a changing security environment.
Excellent interpersonal skills with the ability to communicate at all levels.
Demonstrated leadership skills.
Fluent in English (written and spoken).
Understanding of international public health humanitarian programs.
Additional language(s) ideally Spanish, French and/or Arabic.
Must have the ability to consistently communicate professionally and effectively with all constituents.
Strong interpersonal skills.
Ability to communicate effectively both verbally and in writing.
Standard Office Software
Moderately skilled with Microsoft Office, including Word, Excel, Teams, and PowerPoint and Communication Software
Basic skills with GIS Mapping
Experience with Skype, Whatsapp, Sharepoint, and Google Drive preferred
PHYSICAL REQUIREMENTS & WORKING CONDITIONS
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee must be able to:
Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
Frequent close vision and the ability to adjust focus.
Occasionally ascends/descends stairs, steps, or ladder
Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
The employee must occasionally lift and/or move up to 50 pounds.
Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment varies based on local environment of response and can be quite noisy with traffic as background.
The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme hot or cold weather, and very basic living conditions.