Position Title: Special Projects Coordinator-Refugee Camp Exhibit
Duration of Project: September 2015 – December 2016
- Purpose of the Job:
Under the direction of the Public and Internal Events Manager, collaborates in the development of and is responsible for implementation of key components of MSF-USA’s Refugee Camp Exhibition by performing the following duties:
- Essential Functions and Responsibilities:
To provide administrative; planning; and logistical support to the implementation of the Refugee Camp Exhibit, including related public events designed to bear witness to MSF field activities and advocacy efforts, and to support fundraising and recruitment efforts.
Content Production Support (40%)
Creates production schedules (in Base Camp, or tools using project management tools) and then working with various Communications and other MSF-USA staff and external consultants to insure the schedules are met;
Works with design team, and construction vendors to complete buildout of exhibit in time for use in fall 2016.
Works as part of editorial project teams—in some cases leading them—to develop, create, package, and maintain editorial, online media, social media, and multimedia content to support the exhibit and other special projects, all in accordance with MSF-USA program, editorial, and ethical guidelines.
Events Administration, Planning & Management Support (40%)
Assists Public and Internal Events Manager and Communications Director in all administrative tasks related to the Refugee Camp Exhibit and other special projects including but not limited to travel planning and expenses reporting;
Arranges logistics related to preparing and shipping materials, arranging travel and accommodation for MSF staff, liaising with vendors for venues, booths, a/v equipment, catering, permits, insurance, security, emergency medical services and other requirements as needed;
Work with the Public and Internal Events Manager, Communications Director, and other members of the department to identify appropriate staff needs for events related to the exhibit and other special projects, including hiring of volunteers, interns, and temporary staff;
Acts as key liaison with local authorities (police, Parks Department personnel, etc) as well as vendors (guards, portable toilets, on-site medics etc) to ensure smooth functioning of events related to Special Projects;
Supervises core team to design and execute or build exhibition materials and modules or stations for the exhibit and potentially for other special projects.
Supervises core logistical team and additional staff/volunteers when necessary, to install, maintain, and dismount events related to Special Projects according to schedule;
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.
Makes travel arrangements and books accommodations for assigned returning field staff.
Hires, manages and evaluates temporary staff, including returned field staff, employed to implement Special Projects
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.
- Supervisory Responsibilities:
May manage up to two paid temporary staff for implementation of Special Projects, and/or manages one or more unpaid staff consisting of 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 travel and hotel request forms.
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.
- 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.
- Working Conditions, Travel and Environment
The duties of the job require 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.
Must be able to travel as required for standard domestic business travel.
- Minimum 2-5 years directly 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.
- 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 video editing and production software
To apply, send cover letter and resume to: Employment.email@example.com, Attn: Special Projects Coordinator-Refugee Camp Exhibit
Mid to High 50’s, salary commensurate with experience. Great benefits. Generous paid time off. A friendly, supportive environment with growth potential.
Application Deadline: August 28, 2015