Training Assistant (People Management Unit)
- Job posted by Doctors Without Borders/Medecins Sans Frontieres (MSF)
Details: Starting salary high 40s to low 50s (commensurate with experience).
40 Rector Street
Job Posting Title
Training Assistant (People Management Unit)
Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization that provides medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries.
We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s common mission.
The Field Human Resources Department (Field HR) is responsible for recruitment, selection, placement, and retainment of qualified and well-suited field staff to meet the growing needs of MSF field operations.
The People Management Unit (PMU), which is based in New York, is responsible for supporting the development of MSF’s field staff’s management skills. Field Management Trainings (FMTs) are currently delivered to managers and supervisors, with additional courses and activities to be piloted in 2018 and 2019. The Training Assistant will be an integral part of a small team helping to scale up the number of field trainings and associated support activities.
The Training Assistant is responsible for the development and implementation of key administrative components of MSF-USA’s PMU training initiatives. S/he will perform administrative functions to support the FMT Program Manager, with an emphasis on following all aspects of the logistics before each Field Management Training, as well as supporting the development of new learning materials, program management tools, and capturing essential training data.
I. Essential Functions and Responsibilities:
Administrative support to the FMT Program Manager (65%)
Is the principle administrator and mission contact for all field management trainings (FMTs), including in-country and regional trainings. Liaises with the FMT Program Manager, Cell HR Responsible and project field team (HRCo/CoFiRH) before and after each FMT to:
· deliver the relevant FMT instructions, documents, links, etc. to the FMT-host mission
· request FMT participant lists from each mission for review with the FMT Program Manager
· briefing and debrief FMT facilitators and HRCo/CoFiRH, answering all logistical, content and material-related questions
· ensure all training expenses are charged correctly (travel, visas, materials)
· ensure FMT kits are replenished ahead of each training and shipped to the most appropriate location for each team of FMT facilitators
· coordinate the production of facilitator guides and training materials, ensuring that facilitators receive the latest versions electronically, and if requested, in hard copy
· share travel details for FMT facilitators (US and non-US) with the mission in advance of each FMT
Is the principle administrator for FMT-related management trainings at HQ level. Liaises with the FMT Program Manager and HQ staff (training departments, administration) to:
· coordinate the production of facilitator guides and training materials, as needed
· prepare and ship materials for new and existing FMT kits
Supports the FMT Program Manager to maintain accurate records of all FMT activities including:
· maintaining and following each step of the FMT process, using the PMU’s program management software, expanding the level of detail to ensure the efficient delivery of all FMTs
· entering all FMT data into the PMU databases (facilitators, FMTS, participants), and supporting the PMU Manager to design reports to assist with the analysis of FMT activities
Travel Logistics for PMU staff and FMT Facilitators (15%)
Arranges travel logistics for PMU staff and US based facilitators:
· Books travel and lodging as needed for PMU department staff and FMT facilitators
· Secures all necessary visa documents and follows the document authentication process for each outgoing staff and facilitator in a time-sensitive manner
· Ensures all required medical documentation is completed before booking travel and the departure of HQ staff and facilitators
Support to the development of PMU learning activities (10%)
Supports the PMU Manager and PMU Instructional Designer to:
· ensure that all FMT content and materials are kept up-to-date in all languages and that all older versions are archived
· formatting and editing text and other content for new learning activities, or for FMT Bulletins, into agreed PMU Press documents.
· convert original and revised training materials, learning aids and guides into pdfs and other web-based formats
· send new materials, or revised materials, for translation into French, Spanish or Arabic – and other languages as requested by OCP missions.
· source new learning aids for each learning activity, balancing the cost, quality and wear and tear on each item during multiple FMTs
· provide administrative support for FMT pilots and FMT modules in other MSF trainings (scope as per normal FMTs)
Administrative support to the Mentoring and Coaching (M&C) Program Manager (5%)
Supports the M&C Program Manager to implement mentoring activities including:
· coordinate the visa, travel, insurance, expenses and accommodation for mentors attending Mentoring workshops
· offer support in organizing OCP-hosted Mentoring workshops in Bordeaux and Toronto, including coordinating air/train travel, workshop documents, per diem, participant list, etc.
· support coaching needs as needed in collaboration with M&C Program Manager
Other miscellaneous duties (5%)
Attends regularly scheduled staff meetings, Program Updates and office-wide debates to participate in information sharing across all departments, and stay informed on important MSF topics to be able to contribute to the organization’s ongoing development.
Participates in cross-departmental teams and committees as needed, specifically to represent the needs of the Project Management Unit.
II. Supervisory Responsibilities:
Does not supervise staff, but may coordinate activities with office interns and/or volunteers on an as needed basis.
As assigned by the PMU Manager or FMT Program Manager, oversees the work of external consultants and acts as primary administrative contact with vendors.
III. Fiscal Responsibility
Makes arrangements within agreed-upon guidelines, using own MSF credit card. Codes and submits venue bookings, research materials, shipping costs, travel and hotel request forms including information about re-billing to operational sections.
IV. Extent of Public Contact
Regularly represents MSF to external vendors. Within MSF-USA, interacts with all levels of staff, Board, other MSF offices and returned field staff to stay abreast of MSF issues and learning and development activities.
V. Physical Demands
While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
The physical demands 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.
· A Bachelor’s degree, preferably in adult learning or education and/or a minimum 2 years’ related experience.
· Outstanding organizational and computer skills. Experience using database, graphic design and web design software preferred.
· Some experience with either managing expenses and travel for a small team or event planning.
· Excellent written and oral communications skills in English, strong preference for working knowledge of French. Experience editing documents preferred.
· Genuine interest in and commitment to the humanitarian principles of MSF.
· Strong interpersonal skills, especially cultural sensitivity
· Ability to handle a large volume of work
· Outstanding proven time management and organizational skills
· Keen attention to detail with ability to track multiple projects at one time.
· Ability to work with limited supervision and direction
Open ended Contract
Starting salary high 40s to low 50s (commensurate with experience).
Desired Hiring Date
14, June 2018
Working Time %
Minimum Education Required
How To Apply
To apply, send letter of interest/cover letter and resume to: firstname.lastname@example.org,
ATTN: “Training Assistant” (People Management Unit) position
Submissions without cover letter will not be reviewed. No phone calls please.
Application Deadline: May 4, 2018