Organization: Management Sciences for Health
Country: United States of America
Closing date: 15 Aug 2015
The PO/CBO is responsible for operational and logistical support required by the two work streams. S/he will work with the other CB Program Officers, Capacity Development Manager, Deputy Director, and the Senior OD, Training, and Coaching Advisor to support the smooth overall functioning of the Capacity Development team. The PO/CBO carries out activities in a prioritized manner, depending on the schedule of training events, the certification program, ongoing database updates, and requirements of the regional partners strengthening program. The PO/CBO participates fully as a member of the Capacity Development team and contributes to its evolving strategy. The PO/CBO is expected to have a keen interest in the field of capacity development and global health.
Capacity Development Logistics 20%
The PO/CBO manages logistics of regional partner, consultant, and staff events.
- Coordinates the logistics of Objective 2 events – face-to-face workshops, regional partner meetings, and other events.
- Conducts logistics support and oversees the possible support provided by GMS PAs contributing to logistics for training events, including:
- Corresponding with partners, consultants, and staff to arrange travel logistics in compliance with USAID regulations and GMS procedures.
- Drafting visa letters, invitation letters, and logistics memoranda.
- Managing logistical issues related to hotel rooming lists, event transportation, catering, supply procurement, event technology, and other administrative preparations.
- Coordinating selection, pricing, and management for venues and catering.
- Assisting in workshop session logistics and facilitation.
- Produces and prepares all print and digital materials for workshops and meetings.
- Assists in administering webinars and virtual courses.
- Supports Trainings of Trainers events for staff capacity building.
Infromation Management and Consultant Network 20%
The PO/CBO acts as liaison between consultants and the Information Management System (IMS); maintains consultant, training, and organization data in the IMS; updates and maintains up-to-date content on web platforms; and collaborates on data management across the project.
- Acts as the initial point of contact for consultants seeking information about GMS opportunities.
- Contributes to the development and maintenance of the consultant management application within the IMS.
- Creates and maintains consultant profiles, requesting and uploading new documents when necessary (e.g., CVs, passports, assessment forms, etc.) and performs queries as needed; approves MSH applications in IMS for potential consultants.
- Runs data queries in the MS Access back-end data analysis tool.
- Maintains online records of trainings/participants and performs queries as needed.
- Maintains and communicates updates on virtual platforms, including website, the extranet, Basecamp, Jive, and Moodle (occasionally performs front-end web editing and other advanced operations in learning management systems and content management systems).
- Manages the LinkedIn Learning and Sharing Network, a forum for all GMS Capacity Development Partners as well as another forum for GMS Consultants.
- Acts as liaison with the Objective 3 team in the maintenance of the IMS*.*
Support to Regional Partner Strengthening 15%
The PO/CBO supports the work stream of capacity building for regional partners.
- Supports operational and logistical aspects of regional partner activities.
- Assists in planning the annual regional partner network meeting.
- Assists in scheduling and administering face-to-face meetings, conference calls, and virtual meetings with partners and regional partners.
- Coordinates travel logistics for consultants and staff conducting regional partner strengthening workshops or meetings.
Certification 10%
- Works with the CB Manager to carry out the certification of consultants and team leaders, ensuring requirements and assessment steps are completed, including identifying eligible consultants quarterly, ensuring the review process and documentation by technical managers, documentation in the IMS, and dissemination of certification status/certificates.
- Establishes and maintains systems for routine data collection and quality assurance for activities related to consultant qualification and certification.
- Manages tools needed for self-assessment, assessment by team colleagues, and evaluation by technical managers for the various stages of certification related to consultant competencies.
- Documents and disseminates the certification requirements and process to project partners, new and existing consultants, and other technical support providers.
- Contributes to the policy development of the process by which consultants are certified, including the levels of certification, requirements for each level, the assessment process, and documentation.
- Contributes to the mechanism for feedback to consultants and contracting partners related to performance.
General Objective 2 Management 20%
The PO/CBO keeps staff, consultants, partners, and clients informed of the logistical arrangements of assigned project activities.
- Develops and maintains team tracking sheets, event schedules, and work plans for ongoing activities and pending items.
- Schedules, attends, and documents preparatory and debrief team meetings.
- Manages travel logistics of CD team (i.e. regional partnership trips, training activities, and partners meetings).
- Transcribes flip charts and meeting notes.
- Maintains shared network records, including event photographs, team work plans, reports, tools, and other documents.
Content Development 10%
The PO/CBO participates in the process of envisioning, refining, and creating content for capacity development events.
- Contributes to discussions in planning meetings for events and supports the creation of content.
- Produces training materials (i.e., posters, hand-outs, presentations, videos, animations) and infographics, brochures and presentations in collaboration with project staff.
- Contributes to planning and debrief meetings informing the design of training for consultants, partners and staff capacity building.
Reporting 5%
- Contributes to project reports and documentation related to capacity development with regional institutions.
- Coordinates with the Results and Knowledge Management Unit to document best practices and tools.
- Supports the Deputy Director of Capacity Development and the Capacity Development Manager in conducting and documenting capacity development activities as required.
- Master’s degree in public health, management, international development or equivalent with at least 1 year professional project management support experience; or Bachelor’s degree with at least 3 years professional project management support experience.
- Experience working with teams to achieve results in a fast-paced environment as well as the ability to work independently, take initiative, and use good judgment.
- Experience with online platforms: content management systems, project management software (i.e., MS Project, Basecamp), webinars and teleconferencing utilities, social networks, and online databases.
- Experience with graphic design software (i.e., Adobe Illustrator and Photoshop).
- Experience with video production software, information mapping software (MS Visio), and basic HTML/CSS is a plus.
- Experience living or working in developing countries is desirable to understand program context, field realities, and technical needs. Experience with volunteer organizations such as Peace Corps is a plus.
Knowledge and Skills
- Strong organizational and communication skills and a particular attention to detail required.
- Ability to learn complex program procedures and a commitment to problem-solving.
- Excellent interpersonal skills and demonstrated ability to collaborate effectively with professional colleagues in a broad range of developing country, nongovernmental, governmental, and international organizations within multiple socio-cultural contexts.
- Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality. Excellent time management and multi-tasking ability.
- High technology literacy and demonstrated ability in computer software skills for word processing, spreadsheets, presentations, and graphics (Microsoft Office and Adobe products), online communications and management systems, and the ability to learn new software like the GMS IMS.
- Experience working with US Government systems (USAID, State Department, CDC, etc.) a plus.
- Fluency in English (written and oral) and ability to speak and work at professional level in French or Spanish is required.
Competencies
- Demonstrated ability to collaborate effectively with professional colleagues in a broad range of indigenous, nongovernmental, governmental, and international organizations within multiple socio-cultural contexts.
- Demonstrated competence to assess priorities and solve problems using innovative, evidence based options.
- Highly organized, detail-oriented, meticulous and consistent in the execution of their work.
Physical Demands
- Occasional international travel possible – potentially trips of 1-2 weeks to a regional partner meeting or training event to support operations and logistics, as needed.
- Keyboard use, pulling drawers, lifting papers <10 pounds.
How to apply:
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