Terms of Reference: Administration Coordinator for the Interagency Working Group (IAWG) on Disaster Preparedness for Central and Eastern Africa
Background
The Inter-agency Working group (IAWG) on Disaster Preparedness for Central and Eastern Africa was established following to OCHA Regional Contingency Planning Exercise in June 2002 and the regional CAP Process for 2003. The geographical coverage of the IAWG includes Great Lakes, East and
Horn of Africa.Background
The Inter-agency Working group (IAWG) on Disaster Preparedness for Central and Eastern Africa was established following to OCHA Regional Contingency Planning Exercise in June 2002 and the regional CAP Process for 2003. The geographical coverage of the IAWG includes Great Lakes, East and
The emphasis of the IAWG is inter-agency information exchange, coordination in order to prepare and respond to disasters in a more cost and time efficient manner, and to better support country counterparts.
This has helped to increase common understanding of the partner organization to regional threats and challenges facing humanitarian work. The IAWG has improved coordination among humanitarian organizations and partnership between UN agencies and NGOs.
In order to allow more in-depth discussions and tackling important humanitarian issues; five sub-working groups were established. It is recognized that coordination among the sub-groups is increasingly time consuming given the voluntarily commitments made by the members who are often travelling in the region.
An Administration Coordinator position of the IAWG was established to reduce time pressure on key members of the IAWG and to facilitate the daily routine business of the five sub groups, core/executive committee. Accordingly, the post holder will be required to provide administrative support to the different sub groups and IAWG as a whole.
Main Objective of the Administration Coordinator
To follow up on IAWG routine functions, information is shared among the relevant organizations and individuals in a timely manner and to ensure that assigned tasks are completed within an agreed timeframe.
Specific Tasks
- Oversee all functions of the IAWG Secretariat
- Inform and encourage attendance of all member organizations/individuals at relevant IAWG meetings in a timely manner.
- Post relevant information – once approved by the line manager – on the IAWG website.
- Maintain a calendar of group meetings and events. These should be posted on the IAWG website.
- Maintain an up-to-date participant matrix
- Attend all necessary IAWG meetings, take minutes of meetings.
- Circulate accurate notes from meetings to the relevant organizations/ individuals in a timely manner and post them on the website.
- Follow up actions points with relevant members to ensure delegated tasks have been completed within agreed timeframes.
- Ensure all relevant information is filed and easily accessible.
- Liaise with IAWG members or their delegates in order to analyze, coordinate and disseminate relevant humanitarian information.
- Assist IAWG members as required with the organization of special events such as trainings, workshops, annual meetings and preparation of materials/ documents.
- Prepare IAWG Annual Report, working group’s reports and other relevant reports.
- Compile and disseminate the IAWG Monthly Newsletter.
- Act as a contact person with IAWG partner organizations.
Skills Required
- At least first degree in social science, masters desirable.
- Three years working experience in an NGO or UN agency.
- Knowledge of humanitarian issues and experience with working with aid organizations.
- Familiar with humanitarian work terminology and coordination mechanisms.
- Self motivated and well organized.
- Proactive and able to act on own initiative
- Excellent communication, presentation and report writing skills
- Ability to work independently
- Strong computer skills – ideally with basic experience of website management
- Fluent in spoken and written English.
- Knowledge of French desirable.
Reporting
The post holder reports to the Chair of the IAWG or Vice Chairs in the absence of the Chair
Working Hours
An eight hour day and five days a week (in line with OCHA’s office hours)
Location
The Administration Coordinator will be housed at UN OCHA Regional Office in Gigiri, which will provide the necessary computer equipment, internet and telephone access.
Duration of Assignment
This will be an initial contract from June to December 2010 with a 3 month probation period. This contract may be renewed following the mutual consent of both parties.
Salary and Benefits:
A gross monthly salary will be paid, which includes Silver Card Health Cover with AAR in the name of the employee only.
The deadline for applications is 31 March 2010.
Applications to be sent by email to both addresses below: Mkhaled @ ecarmu.care.org and IAWG_Admin @ wvi.org
The post holder reports to the Chair of the IAWG or Vice Chairs in the absence of the Chair
Working Hours
An eight hour day and five days a week (in line with OCHA’s office hours)
Location
The Administration Coordinator will be housed at UN OCHA Regional Office in Gigiri, which will provide the necessary computer equipment, internet and telephone access.
Duration of Assignment
This will be an initial contract from June to December 2010 with a 3 month probation period. This contract may be renewed following the mutual consent of both parties.
Salary and Benefits:
A gross monthly salary will be paid, which includes Silver Card Health Cover with AAR in the name of the employee only.
The deadline for applications is 31 March 2010.
Applications to be sent by email to both addresses below: Mkhaled @ ecarmu.care.org and IAWG_Admin @ wvi.org
