INGO Forum Programme Coordinator Myanmar South East (National only)

Travel:                                             Nil

Salary Range:                                 Grade 7 with Step 1

Duration and type of contract:         9 months with 3 months’ probation potential for renewal

                                                        (Short-term Contract)

1. Role and responsibilities

The following is a brief description of the role.

Generic responsibilities

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Ensure the timely and efficient flow of information in support of INGO Forum members and working groups.
• Ensure timely support to secretariat staff, including responding to member general enquiries regarding INGO Forum working groups, key issues and contexts of concern.
• Facilitate the annual INGO Forum membership election processes and update the results in key documents to communicate to members and external stakeholders as needed
• Develop and manage members’ survey as required and analyse the collected data for sharing internally and externally

Specific responsibilities

Coordination and Representation

• Serve as the INGO representative on the South East Working Group (SEWG) Secretariat and focal point within the INGO Forum secretariat for all South East focused initiatives:
  • Work with the member organisations of the INGO Forum operating in Southeast Myanmar to improve information sharing, coordination, and communication;
  • Attend, on behalf of the Forum, monthly SEWG Meetings and regular state level coordination meetings for Kayin, Kayah, Mon and Tanintharyi;
  • Enhance information exchange between South East coordination mechanisms and Forum members operating in the South East;
  • In consultation with Forum members operating in the South East and elected INGO SEWG representatives, ensure elevation of key issues and messages of INGOs operating in the SE within other coordination platforms in which the Forum engages (ICCG, HCT, Humanitarian Breakfast etc)
• Under the supervision of the Program Relations Manager, facilitate the work of select development working groups and lead including facilitation of specific work streams and activities and Member Check-ins as relevant.
• Ensure effective support to regular and ad-hoc thematic and context-specific working groups: organize regular meetings; prepare materials such as policy and programmatic briefing documents, situation updates and formal correspondence in support of working group activities; craft agendas; arrange room space and refreshments, maintain participant lists, and track and disseminate action points.
• Organize events, such as workshops and training, roundtable discussions, and other events and meetings in close collaboration with secretariat, membership and partners as needed
• Support requests for background notes, talking points, briefing materials to support Programme staff
• Prepare and circulate agendas and preparatory information for meetings and work closely with the Administration and Logistics Officer to send out meeting invitations and track attendance for reporting purposes
• Support with the drafting and circulating minutes of meetings

Communications and Membership Services

• Work with the Secretariat Programme team to maintain the INGO Forum website, including selecting and posting documents, reports, press releases and other information of interest to membership and the general public.
• Support membership with creating member profiles in the website and update and manage members’ information such as logo, password and other details
• Support in gathering data and producing periodic information products related to members’ key issues and priorities
• Regularly review and refresh the membership offer
• Ensure an efficient welcome process for new members and regularly review and update onboarding process for newly joined members
• Maintain strong working relationships with members to increase interactions and encourage their participation in INGO Forum’ main activities.
• Handle general inquiries about membership and services of INGO Forum
• Maintain up-to-date INGO Forum membership contact email lists and act as secretariat focal point for updating contact details
• Write, edit, vet, and disseminate email communications for the lists from the general enquiry account
• Be an active member of secretariat team and promote collaboration with our membership

IT G Suite and Information Management

• Maintain the INGO forum server and ensure secretariat team are filing documents correctly and updating on regular basis
• Support with the uploading of documents to the website, members resources and other platforms as necessary

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional Competencies

These are skills, knowledge and experience that are important for effective performance.

• Any Bachelor Degree in related fields with minimum 3 years of working experience in information management, communications and coordination
• Experience working in Southeast Myanmar
• Proficiency in Burmese, English and an ethnic language spoken in Southeast Myanmar
• Preferable prior working experience in non-governmental organizations
• Experience in organizing and supporting workshops and meetings
• Experience and interest in coordinating stakeholders around common objectives
• Knowledge of international issues, particularly those related to the field of humanitarian response and development
• Experience and interest in advocacy and communications strategy development and implementation
• Ability to proactively and independently follow through on tasks and responsibilities in detail-oriented manner with limited supervision
• Strong oral and written communication skills
• Strong information management skills
• Ability to interact with others in a professional manner and with colleagues of varied work styles
• Excellent planning, organizational and administrative skills
• Ability to prioritize, multi-task and manage time effectively, even under pressure and tight deadlines
• Ability to coordinate multiple stakeholders around consensus-driven, common agenda/platforms
• Interest in deepening knowledge and experience in humanitarian policy and practice

Behavioural competencies

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Working with people
• Planning and delivering results
• Communicating with impact and respect
• Analyzing and reporting

Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• Planning and delivering results
• The Competency Framework