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22 Jun 18 29 Jun 18

Association and Engagement Assistant

Department: Communications
Hours: Part-time, 24 hours per week (FTE 0.60)
Reports to: Public Engagement Manager
Location: London
Duration: 1 year
Salary: £30,267.73 per annum (pro-rata £18,160.64)
Grade: 2.1

MÉDECINS SANS FRONTIÈRES/DOCTORS WITHOUT BORDERS (MSF)

Médecins Sans Frontières/Doctors Without Borders (MSF) provides life-saving emergency relief and longer-term medical care to some of the most vulnerable and excluded communities around the world. As an independent medical humanitarian organisation, we deliver care based only on need, regardless of ethnic origin, gender, religion or political affiliation.

MSF relies on donations from private individuals and organisations for the majority of its income. This private funding gives MSF the freedom to respond where needs are greatest and to speak out publicly, free from any political interference.

MSF has around 40,000 local and international staff working in over 70 countries, in some of the most challenging places in the world. Our medical humanitarian projects are supported by teams in 32 countries, including the UK, spread across Europe, North and South America, Asia, Africa and Australasia.

At MSF UK, we support MSF’s operations by building relationships with our supporters, increasing awareness of our work, raising funds, providing specialist medical expertise, catalysing change on medical humanitarian issues, and recruiting field staff. MSF UK personnel are dynamic, hard working and committed to MSF’s values and aims.

JOB PURPOSE

To assist the Public Engagement Manager in the administration of MSF UK’s public engagement and (non-fundraising) events, in order to ensure the organisation’s identity, values, experiences and opinions are successfully communicated to the British public in general, and to MSF Association members, university and school students, and community groups in particular, in line with MSF’s strategic ambitions.

POSITION WITHIN MSF UK

Reports to the Public Engagement Manager and works closely with the Association Board Coordinator.

MAIN DUTIES AND RESPONSIBILITIES


Public speaking requests

  • Administer and process all requests for MSF speakers to attend externally organised events, including identifying appropriate speakers, managing logistics for talks and acting as liaison between speakers and event organisers
  • Maintain the speaking requests database, ensuring all information is accurately recorded, kept up-to-date and well organised
  • Providing support and materials to speakers, as required
  • Develop public presentations that are of a high standard and keep general presentations updated with the latest MSF information
  • Gather and evaluate feedback from completed events

Association Outreach and Internal Comms

  • Organise events aimed at engaging our internal networks, including weekly ops updates at the London office and other regular internal engagement events
  • Organise outreach to MSF field staff on their return from MSF’s field projects to see if they want to join our speaker pool
  • In partnership with the Public Engagement Manager, keep in close contact with returned field staff to maintain their involvement and engagement
  • Provide administrative and logistical support to the MSF UK AGM (normally held in May each year) in conjunction with the Association Board Coordinator, as well as other key events such as the OCA Café
  • Keep the association website and relevant pages on the MSF website up-to-date
  • Maintain and regularly update association information systems

Support to the Friends of MSF (FoMSF) Network

  • Assist the Public Engagement Manager in collating and maintaining theFoMSF groups’ contact details spreadsheets
  • Support the Friends of MSF groups by creating and sending out certificates, letters and resources
  • Assist the Public Engagement Manager in organising the annual mailout of Friends of MSF resource boxes in conjunction with our mailing house
  • Order new merchandise for the groups, liaising with designers, suppliers and our fulfilment house. Keep stock up-to-date and in supply.
  • Work with fundraising colleagues to support, record and report on FoMSF fundraising activities
  • Provide admin support to the annual national conference, training days and other key events in the Friends of MSF student calendar. This includes booking venues, registering delegates, booking speakers, ordering catering, processing expenses, supervising the accommodation exchange and arranging literature and paperwork on the day

General Admin and other

  • Attend regularly scheduled meetings to share information, brainstorm solutions and coordinate priorities with the communications team and the rest of MSF UK office
  • Provide regular written updates on activities and outputs as part of wider communications reporting structure
  • Maintain commitment to the aims and values of MSF through proactive involvement in and attendance at ongoing MSF UK and wider movement to operational activities
  • Supervise volunteers and temporary staff in the office as required


Please note that this list is indicative of the key responsibilities of this role but is by no means exhaustive. MSF is an emergency organisation and a ‘Can do’ attitude and flexibility to take on other related tasks is essential. This job description does not form part of the contract of employment.


PERSON SPECIFICATION


Essential

  • Exceptional organisational skills with experience of managing multiple tasks and prioritising effectively
  • High degree of accuracy combined with good attention to detail
  • Solid office administrative experience
  • Ability to work independently to general guidelines in a fast-paced and demanding environment exercising good judgment and using own initiative
  • Ability to plan, manage own workload, juggle priorities and work under pressure while maintaining efficiency, accuracy and adhering to strict deadlines
  • Proven ability to write clearly and accurately produce, adapt and proof-read documents
  • Strong networking skills and a proven ability to communicate with a diverse range of people
  • Computer literate and confident in using most Microsoft Office programmes
  • Experience of working with databases
  • Confident presentation manner with a diplomatic approach
  • Fluent spoken and written English
  • Commitment to and understanding of MSF and humanitarian action
  • Availability to work occasional weekends and evenings (time off in lieu will be given)

Desirable

  • Work experience in communications, marketing and/or event management
  • Educated to degree level
  • Experience in public speaking
  • Long term commitment to the post
  • MSF works in many difficult contexts and this role involves direct contact with the reality of our fieldwork, which can be distressing at times. Naturally, support and advice will be given at all times. Candidates must hold a valid permit to work in the UK

HOW TO APPLY

All applications need to be emailed to: recruitment.uk@london.msf.org

Deadline: 8 July 2018

Please note: only applications sent to the above email address will be accepted. The email subject should read ‘Association & Engagement Assistant application’

For further information about MSF UK, our application and recruitment process, as well as information on benefits and terms and conditions, please visit our website here: http://www.msf.org.uk/uk-jobs  

Application checklist

Please check that you have included the following in your application:

  • An up-to-date CV
  • Letter of Motivation, which is a supporting statement demonstrating how you meet the key requirements of the role
     
  • As part of the application process we would like you to answer the following questions.  Please write no more than 200 words for each of the following:

    1) What was the most inspiring talk you have been to, and why so?
    2) Describe an event you have organised / been involved in. How did you make it a success?
    ​3) Given what you know about MSF’s principles of neutrality and independence, give us an example of a form of student activism that you would consider not appropriate for us, and an example of what would. Explain your reasoning.