Job Description
MEDECINS SANS FRONTIERES DOCTORS WITHOUT BORDERS
Vacancy Announcement GHHM Administrator for South Asia
Position Title
GHHM Site Administrator
Department
Global Health and
Humanitarian Medicine
(GHHM)
GHHM Course Location
Colombo; Sri Lanka
Administrative and Functional Reporting to
Coordinator for South
Asia
1. JOB PURPOSE
The key responsibility of this position is to support and enable the successful administrative functioning and work-up for the successful delivery of the GHHM Course at the South Asia (SA) Site.
2. ORGANISATIONAL CHART
Administrative and functional reporting
GHHM Course
Coordinator for South Asia
GHHM Site Content
GHHM Site Admin
3. KEY ACCOUNTABILITIES
Supporting Activities
Expected End Results
Course Promotion
- Work to implement the communication strategy for outreach in terms of attracting candidates to apply for the course.
Prepare all communication channels for reception of applications.
Coordinate together with the Communication and HR department to improve the GHHM Visibility on the least represented region in the cohort, e.g. East and Central Asia
Coordinate together with Communication department for flyers, leaflets, application form and all necessary communication tools.
Help with start-up videos, promotional videos for the GHHM Course where necessary. Identify and gather relevant content, highlighting the success stories for course promotion
Ensure timely updating of the GHHM SA Microsite with course relevant information and news
Identify relevant conferences workshops that may be of interest from a global health perspective, and disseminate information to the GHHM team and students.
- Support the MSF SA Fundraising Team with GHHM relevant content for pitching fundraising for GHHM SA
- Application Management
- With support from communications department design outreach strategy for potential applicants.
- Query resolution of the potential applicants' questions.
- Support the GHHM SA team to ensure yearly updating of the application form in line with the latest institutional requirements, GHHM Course best practices, and MSF guidelines.
- Revise the GHHM SA Shortlisting criteria based on the learning of previous cohort and suggestions based on the GHHM Stakeholder meeting.
First screening: Prepare a consolidated list of GHHM SA applicants after removing the duplicates and employing Eligibility criteria
Prepare a longlist of applicants and assess individual applications based on the Shortlisting criteria, and share it with the GHHM SA team
Together with the GHHM SA team, engage with Collaborators to score each applicant.
Support GHHM SA Team with End-to-end facilitation of GHHM cohort selection. Preparing longlisting and Identifying and informing the panel for the cohort selection.
Ensure the cohort's time-bound selection and the follow-up communication about the course administration, processes, and delays (if any) with the selected applicants.
Ensure the mandatory eligibility documents are provided by the students selected for the course and follow up with non-compliance
- Ensure all the applicants, regardless of their selection status, are timely informed of their application outcome, and when possible, customize it as feedback for each applicant's suitability in this course.
Support Media & AV Manager with onboarding the cohorts to the online platform.
Everyday follow-ups (non-content related) with the students for the running of the course including time-bound query resolution.
Course Administration
Support GHHM Team in updating and reviewing the course policy on a yearly basis in line with the latest MSF guidelines, DEI perspective and GDPR aspect.
Course Delivery
Support the adherence to the advisor of the "financial and compliance committee" for MSF SA Finance concerning the documentation of the financial transactions. Coordinate student payments in liaison with the UK finance department and for any payments to MSF UK via GHHM UK Project Manager.
- Ensure timely planning and coordination with the focal points of our GHHM SA Collaborating institutes CMC, JIPMER and MAHE for lecture delivery, meetings and parasitology training.
Ensure reimbursement of lectures delivered by GHHM SA collaborating institutes CMC, JIPMER and MAHE in coordination with MSF SA Finance department
- Maintain the transaction record and timely submit them to the Finance team Ensure relevant permissions and approval in place for the viewing and editing of course content i.e. ensure collaborators signature in Contributor Release Forms of webinar delivery for GHHM UK and GHHM SA.
- Manage travel requirements for the delegates in relation to the course.
- Manage reimbursement process in relation to the program.
- Act as main point of contact for GHHM SA students regarding administrative and logistical issues.
Support Site Content Developer by directing all content-related queries and any other implicit and direct query that will affect student engagement/content. Support delivery of parasitology course by managing participation list, and letter of support for student cohort.
Support delivery of parasitology training of GHHM SA in coordination with the team for the SA allocated Lab Site and coordinate travel and accommodation for the team. - Supporting and preparing the audit requirements for MSF India, MSF UK and RCP specifically as regards weekly preparation and centralization of documents, reports, presentations, videos, media sheets on one drive and SharePoint.
When required, prepare SOPs and information briefs to facilitate uninterrupted course delivery.
Together with GHHM SA Team, ensure timely updating and information sharing of the latest developments or news regarding administration or implementation with the current student cohort.
- Support the Project Manager in finalizing and implementing the course calendar year, with particular focus on timeline for applications, shortlisting and launching of new course year.
- Prepare and distribute the course completion certificates to the GHHM SA and GHHM UK cohorts who successfully completed the course
- Together with Site Content manage the GHHM SharePoint, microsite and GHHM alumni group.
Put GHHM watermark in the lecture PDFs for GHHM SA and GHHM UK lectures presentations and upload them in the SharePoint Folder.
Supervision of the GHHM intern, when s/he is hired.
Support the collaborating sites with webinar delivery to ensure smooth continuation of the course.
Support the GHHM SA Alumni in availing of additional Service Package for sitting/re- sitting DTM&H Exam.
- Ensure timely disseminating information to the students regarding GHHM relevant updates and DTM&H Exam application process.
Together with the Project Manager UK, validate the eligibility of students sitting for the DTM&H Exam conducted by RCP
Follow the latest updates and minutes regarding administration or courses related latest development.
- Preparing weekly lecture feedback form (SA & UK)Collate the responses from the feedback form and share with the team on a weekly basis.
- The bio requests, CRF requests sent in a timely manner to the speakers for UK & SA webinars.
- Make weekly announcements for GHHM SA and share them during the webinar. Together with Media & AV manager review technical requirements for running the GHHM SA course to ensure they meet requirements of the GHHM SA site. Monitor the GHHM SA lecture delivery and real-time troubleshooting of the technical issues.
- Support Media & AV manager in regular and timely updating and maintaining the online platform:
° Update the Moodle Calendar with complete agenda;
- Update the lecture feedback form for GHHM UK & GHHM SA every week and ensure updates on the platform Test call with speakers for GHHM SA lectures;
- Flag & report any incorrect information or data on Online Platform and any other technical issues.
Act as a liaison between the collaborators and facilitate smooth communications regarding the planning and implementation of the weekly webinars and follow-up on the availability of PPTs with the team before each weekly webinar for GHHM SA and
Share weekly lecture feedback with the cohort, set up mechanisms of reminders, and prepare weekly reports collated from the feedback forms to be timely shared with the collaborators.
Support in preparation of webinar attendance of UK and SA cohorts every month Support Site Content Developer in organizing quarterly student feedback for the GHHM South Asia site.
Information Management & Record. Keeping
Maintain accurate and up to date database of all GHHM SA students (current and former), including GHHM SA SharePoint.
- Together with GHHM project manager, support the students in making DTM&H exam fee payments.
- Help GHHM team with information required to lobby the DTM&H students related issues with RCP
4.KEY DIMENSIONS
Other Dimensions
Ensure timely review of old data base and adhere to the GDPR guide lines for data protection and MSF policies
Preparing monthly bulletins for COMMS (Month in Focus) monthly SharePoint
update
Support Project Manager in maintenance of GHHM Alumni Network at SA site. Support tracking of student engagement through lecture attendance and any other new innovative mechanism initiated by the GHHM Team.
Support monitoring and reporting of GHHM SA cohorts in line with GHHM KPIs and objectives.
Together with Project Manager oversee and maintain GHHM Alumni Network.
" Administrative support to managing up to 100 students / year
Administrative support to managing up to 4 educational sites
Help in administrative support for GHHM UK (after discussion with GHHM SA coordinator)
5.Key Performance Indicators
1. All applicants are communicated their application outcome individually.
2. At least 90% of collaborators queries are addressed timely.
3. At least 90% of the webinar schedule and agenda are timely updated at a predefined schedule.
4. At least 90% of the students' queries on administration and logistics are addressed every week.
5. At least 90% of webinars are facilitated.
6. At least 90% of lecture feedbacks forms are shared with students each Thursday, with timely reminders on
Mondays.
7. At least 90% of lecture feedbacks are timely collated and shared with the team.
8. At least 90% of the CRFS are signed within two weeks of webinar delivery.
9. At least 90% of the meetings with collaborators are organized on time.
10. Meeting deliverables within timelines.
6. Key Interactions
GHHM South Asia Team
GHHM UK Team
CMC Vellore
Manipal Academy of Higher Education, Manipal
JIPMER, Puducherry
Other academicians and medical training institutes related to pedagogy
7. Other Indicative Requirements
Educational Qualifications & Functional/Technical Skills
Relevant Experience (Type of experience and minimum number of years)
Graduate degree/Post graduate degree preferably, MBA / MPH from a recognized institution;
Experience in Information technology, video editing would be an asset.
Previous experience with working with a humanitarian organization is desirable. Previous pedagogical experience is desirable.
Good understanding of MSF as an organization Presentation and communication skills (both written and spoken)
Able to be flexible in taking up tasks outside of regular job responsibilities as required
Other requirements (Behavior, Language, Certifications etc, including competencies)
Willingness to travel within India to the collaborating sites at short notice.
Key competencies:
1. Commitment to MSF's Principles (Level 1)
2. Cross cultural awareness (Level 1)
3. Results and quality orientation (Level 2)
4. Planning and organization (Level 2)
5. Teamwork and cooperation (Level 2)
We offer:
- Contract duration is one year with a possibility of contract period extension.
- A stimulating, professional environment in a reputed international organization.
- Compensation gross per month range LKR 337556 to LKR 403060PF and 13th Month bonus
additional.
Medical: MSF provides medical reimbursement for employees and their dependents as per MSF health care policy.
HOW TO APPLY - Please send a copy of your CV together with a letter of motivation by clicking on the link below:https://msfindia.zohorecruit.in/jobs/Careers
Application checklist:
Please check that you have included the following in your application:
An updated CV
Letter of Motivation, which is a supporting statement demonstrating how you meet the key
requirements of the role.
The position is for "Sri Lankan Nationals only"
Last application date: 23rd April 2024
Remarks: Only short-listed candidates will be contacted
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