Type: Full-time; Regular; Exempt
I. Purpose of the Job:
The Exhibition Manager of the Forced From Home travelling exhibition manages the development of and is responsible for implementation of the overall event delivery of MSF-USA’s Forced From Home by performing the following duties:
II. Essential Functions and Responsibilities:
To manage administrative; planning; and logistical support to the implementation of the Forced From Home exhibition, including coordination with related public events designed to bear witness to MSF field activities and advocacy efforts, and to support fundraising and recruitment efforts.
Content Production Support (30%)
Creates production schedules (using project management tools) and delegates objectives to various MSF-USA and Project Staff members, as well as external vendors, consultants, and contractors to insure the schedules are met and event deliverables are realized;
Manages the work of the design and construction vendors, to complete necessary updates of exhibition in time for use in fall 2017.
Manages the production related aspects of exhibition editorial projects to edit, develop, create, package, and maintain editorial, online media, social media, and multimedia content to support the exhibition. Coordinated the update of content in conjunction with the editorial team, and coordinates the efforts of exterior contractors such as designers, print shops, and other vendors;
Events Administration, Planning & Management Support (30%)
Oversees management of all administrative tasks related to the Forced From Home exhibition and other special projects including but not limited to travel planning and expenses reporting;
Oversees management of logistics related to preparing and shipping materials, travel and accommodation for MSF staff, liaising with vendors for venues, booths, audio and visual equipment, catering, permits, insurance, security, emergency medical services and other requirements as needed;
Develops appropriate staff structure for all exhibition related activity, including management of hiring of exhibition staff, volunteers, and interns. Oversees the recruitment and onboarding process, as delegated tasks to the Exhibition Admin Manager and Administration Coordinator;
Acts as key liaison with local authorities (police, Parks Department personnel, etc.) and oversees management of safety and security related vendors (guards, paramedics, etc.) to ensure smooth functioning of exhibition operation;
Directs Project Staff responsible for all aspects of exhibition related activity, including Human Resources, Finance, Travel and Accommodation, Training & Tour Delivery, Medical, Press & Media, and Logistical departments. Is in charge of, and responsible for, actions of all FFH employees;
Develops and updates overall project budget, and works with relevant team members to develop accurate adjustments to mid-year revisions as necessary. Forecasts pending expenses and potential changes to spending;
Leads site-selection process for all upcoming cities, and establishes regular contact with potential venues. Travels to each city for site surveys, and creates and delivers a “pitch presentation” as relevant to each city’s venue.
Security Management (20%)
Develops and implements comprehensive security plan for all aspects of exhibition operation; including development of mapping and training on all evacuation, emergency response, and weather related actions taken by exhibition staff;
Manages activity of security vendors contracted for the duration of the exhibition operation, including security consultants as well as day and nighttime security officers;
Manages relationship between the exhibition and local security authorities, including city and federal police forces, venue specific security teams, and relationships with security forces contracted for adjacent events;
Establishes connections and manages relationships with citywide events as they relate to the operation of the Forced From Home exhibition;
Acts as Security Responsible while on site during exhibition setup and operation and directs any necessary security and safety operations such as shutting down for weather, evacuating due to threats, and management of risks associated with daily operation;
Develops and leads a day-long orientation session for all staff, guides, and volunteers in each city, covering areas such as personal safety, as well as security related drills, procedures, and policies.
Administrative & Management (20%)
Tracks production expenses in a timely manner to ensure that budgets are met;
Tracks and organizes invoices, maintains records of payments to different vendors;
Advises on budgeting matters as it pertains to vendors, changing prices in the marketplace, etc.
Organizes and leads regular meetings related to the development and operation of the exhibition, including Steering Committee, Core Project Team, Project Staff, and All-Staff Update meetings;
Hires, manages and evaluates temporary staff, including returned field staff, employed to implement the Forced From Home exhibition;
Hires, manages and evaluates office volunteers, work-study students and/or interns for administrative tasks within the Special Projects area.
Delegates tasks, primarily to volunteers and interns, to achieve goals. Provides ongoing feedback to the Public and Internal Events Manager and Communications Director to ensure appropriate human and financial resources are allocated to successfully execute the Refugee Camp Exhibit and other special projects, including alerting the Director or other managers in the department to gaps in adequate resources;
Sets clear attainable objectives for staff, evaluates employee job performance accordingly, in accordance with established MSF procedures, and collaborates with staff to establish appropriate development paths.
Attends regularly scheduled departmental meetings to share information, brainstorm solutions, and coordinate priorities.
Attends regularly scheduled staff meetings and several annual office-wide debates to participate in information sharing across all departments, and stay informed on important MSF topics so as to be able to contribute to the organization’s ongoing development.
III. Supervisory Responsibilities:
Manages team of ten paid staff for implementation of Forced From Home, and oversees management of up to thirty unpaid staff consisting of MSF expat & national staff guides, MSF-USA and Canada Office Staff, volunteers, interns and/or work-study students. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
IV. Fiscal Responsibility
Recommends event logistics, travel and lodging arrangements for approval by Public and Internal Events Manager. Codes and submits invoices, travel, and accommodation forms as necessary.
IV. Extent of Public Contact
Regularly represents MSF to public events partners (schools; event venues; venue coordinators, outreach contacts, relevant municipal officials, authorities, and departments) and travel vendors to arrange events. Within MSF-USA, interacts with all levels of staff, Board, and aid workers to stay abreast of MSF issues and to facilitate aid workers’ participation in recruitment and public events.
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 or tent with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
For the physical components of the job, the employee must attest to physical fitness to endure physically difficult, high stress situations which may include the necessity to walk long distances, carry a backpack or other equipment of up to 75 pounds.
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.
VI. Working Conditions, Travel and Environment
The duties of the job require both office work and event operation work, both of which operate on unique schedules.
Office work, which will extend from approximately January through August and resume in December, will regular attendance 5 days/week for a minimum of 35 hours. Must be available to work before 9:00 am, after 5:00 pm or on weekends, as required.
Event Operation work, which will extend from approximately August through November, will require attendance 6 days/week for an average of between 60 and 70 hours per week. Daily hours are approximately 7:30am to 6:30pm and may extend in the evening to help on special events, as required.
Must be able to travel as required for standard domestic business travel.
- Minimum 7 to 10 years of major event or related work experience plus Bachelor's degree; or equivalent combination of education and experience.
- Excellent interpersonal and written and oral communication skills.
- Ability to meet deadlines and support implementation of high quality events.
- Ability to work independently, move projects from conceptual stages to launch, and handle multiple and often competing deadlines.
- Aptitude for objective and subjective evaluation of projects, and proposing improvements an ongoing basis.
- Must have strong project management skills.
- Strong computer literacy, particularly in Excel, database software, using the internet for research purposes, and PowerPoint.
- Proven ability to handle and prioritize a large volume of work.
- Proven time management and organizational skills; keen attention to detail with ability to prioritize and track multiple projects at one time.
- Genuine interest in, and commitment to, the humanitarian principles of MSF. Field experience considered a strong plus.
- Ability to travel domestically, as needed.
- Available for event staffing, as needed, on evenings and weekends.
- Knowledge and interest of international affairs and/or activist background.
- Demonstrated knowledge of MSF field activities.
- Experience with AutoCAD, project management, and video editing and production software.
How to Apply
To apply, send cover letter and resume to: firstname.lastname@example.org, Attn: Exhibition Manager by January 16th, 2017. Submissions without cover letter will not be reviewed.
Starting salary range: low to high 70’s, commensurate with experience. Excellent benefits. Training opportunities and growth potential.
No calls, please.