The Department of Humanitarian Response (DHR) Coordinator manages the daily operational support of DHR. This position provides primary administrative support to the VP and AVP and plays an important role supporting the whole DHR team. The DHR Coordinator is responsible for the daily activities associated with the department’s administration, operational support, facilities, asset inventory, and support for international emergencies. While the primary focus of the DHR Coordinator is to provide non-Humanitarian Response Personnel (HRP) support, in times of large emergencies, s/he may also support the HRP program.
Areas of Responsibility:
Administration and Operational Support (55%):
- Provide executive support to the VP including meeting and scheduling support, arranging domestic and international travel, submitting expense reports, and preparing pre-departure briefing materials.
- Provide administrative and logistical support to the AVP and DHR Team, including meeting support, preparation of materials, presentations and other activities as needed. Organize meetings, workshops, and presentations.
- Draft and write internal communications and external correspondence.
- Oversee procurement and set-up of any needed office supplies and equipment including those for internationally deployed staff.
- Execute consultancy/staff secondment agreements for DHR team (non-HRP). Draft all needed visa letters for staff and assist with visa processing. Facilitate communication and information sharing between DHR, and other departments, SCI/SC Members, and Country Offices in support of planning and emergency response processes.
- Provide general administrative support for staff. Process internal paperwork with HR, and serve as point person for posting MySource requisitions for vacant positions. Develop, in collaboration with hiring managers, change of status forms as needed. Coordinate with hiring managers on new staff/interns to ensure all pre-arrival arrangements are completed, including office space, equipment etc. and assist in development and preparation of onboarding materials and plans.
Knowledge Management (20%):
- Support analysis of humanitarian portfolio information including data visualization, coordinate data collection for the monthly Humanitarian Dashboard and quarterly Humanitarian Business Team reports and finalize for dissemination. Produce the DHR Knowledge Management (KM) quarterly dashboard report.
- Act as DHR’s representative on the KM working group. Ensure best practices and knowledge sharing within DHR and across the organization. Create linkages with other department and work with SCI’s KM unit to support integrated systems, processes and cross-department learning and sharing.
Financial Support and Reporting (15%):
- Handle all vendor payments, research discrepancies, and work with vendors, in accordance with the Director of PHR Finance and Budget, and the finance department in Fairfield, CT. Serve as departmental Timesheet Coordinator: send timesheet reminders, work with staff to submit adjusted timesheets as needed, and coordinate the processing of timesheet adjustments with Payroll as needed.
- Create trackers and maintain records of all outgoing and incoming invoices/payments for DHR.
Emergency Response (10%):
- Provide support during emergency responses. This includes significant communications readying staff with pre-deployment procedures, and coordinating with the emergency teams, SCI/SC Member/COs for emergency staff deployments in a timely manner in a fast-paced environment.
- Work with grant management and approvals specific to international emergencies to which DHR is responding.
- Deploy in international and domestic emergencies, as possible, in relevant capacity to Save the Children humanitarian responses, up to 10%.
Educational Background:
High School Diploma
Skills/Experience:
Required Qualifications
- Minimum 2-3 years’ office experience, preferably involving office management
- Excellent computer skills (Word, Excel, PowerPoint, databases). Preferred Excel and PowerPoint power user
- Experience in communications and information technology systems
- Operational experience, such as working with financial systems, preferable
- Demonstrated organizational skills and attention to detail
- Ability to handle multiple tasks and ensure timely completion of short- and long-term projects
- Ability to adapt to changing environment and workload
- Ability to work under pressure and prioritize accordingly
- Willingness and ability to travel up to 10% of the time to international and domestic locations as required
Preferred Qualifications
- Bachelor’s degree in field related to development, humanitarian work or business administration.
- Experience in data management and visualization
- Experience in humanitarian settings in the field
- Ability to speak a second, relevant language.
Compensation/Benefits:
- Meaningful work, with a knowledge that you are changing the lives of children all around the world
- A family friendly work environment
- Highly collaborative and innovative teams
- Generous paid vacation days, holidays, family leave days, and sick time
- Healthcare plans including medical, dental, and life insurance
- Retirement savings account with matching company contributions
- Structured and formalized management development and coaching programs for mid and senior level managers
- Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities and with the American Management Association, as well as language learning opportunities
Job Function:
Organization Info
Listing Stats
Post Date:
Dec 28 2017
Active Until:
Jan 29 2018
Hiring Organization:
Save the Children US
industry:
Nonprofit