The New York office of MSF is launching refugee exhibit, Forced from Home which is an outdoor, interactive educational exhibition designed to raise public awareness about the plight of the world's 60 million refugees and internally displaced people (IDPs) uprooted by war and conflict. The Guide Team Leader (GTL) reports to the Special Projects Coordinator and works in close collaboration with the Exhibition Logistics, Administration, and Medical Supervisors. The GTL supervises the volunteer Exhibition Guides and has overall responsibility for training them on the content and main messages of the Exhibition. The GTL also acts as the key resource for Guides, MSF-USA office staff, local volunteers, and project staff in terms of local transportation, room, board, and exhibition office space. Essential Functions and Responsibilities: The GTL collaborates in the development of and is responsible for training all Guides on the content of the Refugee Exhibition Guide Handbook. The GTL is also responsible for implementation of key travel management components of MSF-USA's Refugee Exhibition by performing the following duties: Tour Development & Guide Training (40%)
- Supervises and trains MSF aid workers to act as effective Guides at the Exhibition, answering any questions that may arise on content or how to answer specific questions from visitors;
- Provides on-site training to Guides at the beginning of each leg of the tour, and provides individual training to new Guides as they arrive;
- Accompanies new Guides on their tours to evaluate content and message and make constructive suggestions for changes when appropriate;
- Provides editorial expertise to the Refugee Exhibition Guide Handbook to make sure that the information reflects field realities and core messages;
- Identifies and makes available any useful background information - articles, MSF manuals, and so on - to assist Guides.
HR Management Support (40%)
- Manages day-to-day activities and rostering of the Guides, ensuring full coverage at peak times, and scheduling breaks/days off when appropriate;
- Acts as resource for all travel management related questions for Guides, project staff, and other MSF-USA staff as required;
- Works closely with the Special Projects Coordinator and Administration Supervisor to organize the on-site breakfast, lunch, and snacks for Refugee Exhibition team at all Exhibition sites.
- Together with the Logistics Supervisor arranges transportation of team between hotel and Exhibition site and to other locations for exhibition-related activities, as well as to airports/train/bus stations when necessary;
- Manages the timesheets for Log Team.
- Works with Administration Supervisor to distribute per diems and other reimbursements for all team members, liaising with office as needed;
Other Responsibilities (20%)
- Acts as a Guide to visitors to the exhibition when required and as time allows;
- Available for interviews with local radio, television, newspaper or other press outlets; available to speak as a panelist at related Communications or Development events.
- Responsible for overall management and upkeep of Exhibition Office, both in the MSF-USA office and at each exhibition site.
Supervisory Responsibilities: Does not directly supervise any regular permanent staff, but does supervise all volunteer Guides and some local volunteers. Coordinates work with several other members of the Project Support Team and MSF-USA Office Staff. Fiscal Responsibilities Under the supervision of the Special Projects Coordinator and Administration Supervisor, has direct fiscal responsibility for some expenses related to the travel, lodging, and hospitality of Guides, Project Support Team, and MSF-USA Office Staff. Extent of Public Contact Represents the MSF movement by interacting with: all levels of MSF-USA and OC staff; officials, educators, and students from all levels of educational facilities; vendors in the travel and hospitality services industry; and members of the general public. Physical Demands While performing the office 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. For the travel component 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 50 pounds, to ride long distances over very poor road conditions, to eat a limited diet and/or to reside or work in potentially uncomfortable housing or tents. 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 office duties of the job require regular attendance 5 days per week for a minimum of 35 hours. Must be available to work before 9:00 am, and after 5:00 pm or on weekends, as required. Hours during Exhibition tour will vary, and may include many early mornings and late nights. The job will also require a large amount of domestic travel. While performing the duties of this job, the employee may be exposed to precarious settings under high security and/or very basic working conditions and outside weather conditions. Qualifications
- Minimum 1-year experience providing administrative support in an office setting
- Strong interpersonal and written and oral communications skills, including the ability to effectively present information to partners.
- Experience in creating and maintaining systems to organize and track multiple projects at the same time.
- Strong computer literacy, including ability to use word-processing, presentation, spreadsheet and database software, and to search the internet for research purposes.
- Ability to write a range of correspondence from formal business letters to thank you notes.
- Ability to prioritize and to work under pressure.
- Team management experience.
Preferred:
- Minimum 1 field mission with MSF.
- Comprehensive understanding of MSF's medical activities and humanitarian principles.
Languages
- Essential: English
- Desirable: French, Spanish
Starting salary: mid to high 50's, friendly and supportive work environment. Any applications submitted without letter of interest/cover letter will not be considered. No calls please.