Coordinator, Surge Capacity

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC/APRO has developed the Operational plan for 2022-2025 in line with the IFRC Strategy 2030 and its 5 Strategic Priorities (1. Climate and Environmental crisis, 2. Evolving crisis and disasters, 3. Growing gaps in health and wellbeing, 4. Migration and Identity, 5. Values, power and inclusion). As part of the HDCC Department, the Surge Officer will be based in Kuala Lumpur or in another Country where IFRC have legal status.

Following a comprehensive review of the IFRC surge personnel and asset system, the ‘Surge Optimisation’ implemented several transformative changes to the way IFRC is coordinating deployment of international surge personnel and assets to emergencies. The aim is a system facilitating competency-based deployments, as local as possible and as international as required. Surge Optimisation is striving for operational excellence in crisis and disaster response through a joint effort, embedded in the Movement’s framework and the broader humanitarian environment. It harmonizes current regional and global tools. It is guided by overarching Surge Principles:

1. The Surge mechanism is part of a wider response system. It is accountable, fit for purpose, able to deploy the right people and services to the right place at the right time, as local as possible, as global as necessary.
2. Staff and volunteers have equal access to joining Surge networks. Members of Surge networks have equal access to deployment based on competences and availability. There are equitable opportunities for progression within the Surge mechanism, based on merit.
3. Roles, responsibilities, and procedures are clear, transparent, known, held in common and adhered to.
4. The Surge mechanism contributes to capacity building and support existing disaster preparedness initiatives.
5. Stakeholders commit to working together towards operational excellence where not achieved. The Surge mechanism will monitor quality, learn, and optimise.

The Surge Coordinator manages the Surge portfolio for Asia Pacific region. She/He is responsible of the development and implementation of the Surge Roadmap 2023 – 2026. This includes actions related to RRP capacity development through deployment funds and the actions related to deployment as part of the Regional Surge Leadership Program. Capacity development also includes alignment of training calendar for RRP  in each sector (WASH, Shelter, etc.).

The Surge Coordinator is also responsible for the management of the rosters for RRP and ensure that all process is in place and carrying out essential tasks to support the deployments of rapid response personnel in response to a disaster or crisis. 

General

• Assume focal point responsibility within the HDCC unit on Rapid Response deployments, coordination and liaison for Rapid Response with surge desk, Geneva for Asia Pacific region
• Manage funds and resources related to development and deployment of RRP
• Manage Rapid Response Management System (RRMS) and ensure database is routinely updated
• Responsible to prepare project proposal and concept notes for Surge Capacity in AP
• Ensure that all projects are delivered on-time, within scope and within budget
• Provide project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress of the Regional Surge Optimization process
• Identify lesson learned related to Surge from Operational review/RTE, EoM, de-briefings, etc. and ensure recommendations are considered into the yearly surge plans.

 Coordination

• Maintain strong relationships and cooperation with other units in APRO, in particular those directly involved in the disaster management process, as well as PNS and ICRC to ensure a rapid and coordinated response.
• Coordinate activities related to rapid response personnel with Red Cross partners, UN and other agencies to ensure adequate preparedness and appropriate, efficient and timely emergency response and early recovery.
• Represent, under the request of her/his line manager, IFRC in forum related to surge optimization and Emergency Response Unit optimization
• Work closely with the technical sector sectors (health, water and sanitation, shelter, livelihoods etc), the programming functions (DRR, relief, cash transfer) and the support functions (logistics, IT/telecoms, HR, Legal, Finance, administration, communications) to ensure consistent and well-coordinated Federation Secretariat technical support to IFRC surge capacity tools and training.

 Surge Roadmap

• Develop roadmap based on the findings of the regional research “how to strengthen Asia-Pacific National Society participation in IFRC Rapid Response”
• Ensure implementation of roadmap including seeking for funds, collaboration with partners (internal and external)
• Promote sub-regional surge – identify and strengthen approaches that can increase the capacity and suitability for deployment of Asia Pacific rapid response personnel
• Develop and implement “Regional Surge Leadership Roster” programme for Asia Pacific
• Streamline trainings for rapid response personnel in collaboration with other sector leads and organize identified trainings at general and operations leadership level

Rapid Response Personnel deployment

• Ensure transparent procedures are in place for mobilizing surge support from the region based on competencies.
• Ensure compliance of pre-mission trainings and end of mission documents (appraisal, feedback and handover forms) by RRP
• Ensure that all regional surge members and personnel deployed to support emergency operations in the region are conversant with IFRC policy framework and guidelines that govern behaviour including the Code of Conduct, Child Protection Policy, and Prevention of Sexual Exploitation and Abuse (PSEA).
• Ensure documents related to rapid response personnel deployment at APRO are updated and kept in systematic manner which includes RRP terms of reference, end of mission documents and deployment package.
• Ensure duty of care aspects including psychosocial support (PSS) component of all deployed surge personnel and follow up to ensure adequate support when needed.
• Manage and support deployments of rapid response personnel (RRP) in response to operations, including:
  • Determination of immediate RRP needs for emergency responses, identification of suitable sector profiles, determination of the type of surge capacity
  • Provide inputs on surge related aspects to emergency documents (DREF/Emergency Appeal/Operations Strategy) from surge perspective in response to APRO technical review.
  • Ensure regional alerts are sent timely and global alert requests are coordinated for timely alerts with surge unit, Geneva
  • Ensure that all deployed surge personnel (either from National Societies, IFRC, ICRC or external) have clear, authorized, and legalized contract agreements signed before deployment or within the first days of deployment, per IFRC standards.
  • Ensure all contract-related paperwork and benefits of all deployed surge personnel (including insurance activation and use, secondment contracts, contract extension, remuneration, etc.).
  • Where required, travel to affected countries to conduct Rapid Response Surge needs assessments
  • When deployed, contribute to building the capacity of National Society Surge practitioners via transfer of knowledge and coaching on Rapid Response guidelines, procedures, systems, and tools.
• Ensure the implementation of safeguarding mitigation measures in coordination with Human Resources and PGI coordinators for all surge members deployed from AP

Required

Relevant university education in human resources, pedagogy, social sciences or an equivalent of qualifying experience managing emergency deployments and trainings

Basic Delegates Training Course (BTC), WORC, IMPACT or equivalent knowledge

ERU, FACT, RDRT, Operations Manager or Emergency Team Leader training

Preferred

Certification, training or professional qualification in Project Management

More than 10 years’ experience in humanitarian sector

Demonstrated talent management professional experience in an international matrix organization (INGO, NGO, humanitarian sector)

At least 3 years managing projects

Experience in working in disaster/crises response

Experience in deploying staff during emergencies or similar

Experience managing databases for staff

Experience working in a Red Cross or Red Crescent National Society and/or IFRC or ICRC

Experience in facilitating and supporting staff during travels/deployments/trainings

Experience managing events (trainings, meetings, etc.)

Experience delivering trainings, including preparation of methodologies, presentations, training curricula or similar

Required

Self-supporting in computers (Email, Internet, spread sheets, word-processing, etc.)

Group process facilitation skills, coordination skills

Skills in mentoring and developing people

Ability to work in empowering and participative ways

Open to learning and committed to acting on learning and sharing experiences

Programme management skills

Able to work under stressful conditions and meet tight deadlines

Excellent multi-cultural, interpersonal, communication and networking skills

Fluently spoken and written English.

Preferred

Commitment to utilizing local community knowledge.

Good command of another IFRC official language (French, Spanish or Arabic).

Values: Respect for diversity; Integrity; Professionalism; Accountability.

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.

Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others.

Managerial competencies: Managing staff performance; Managing staff development.