WoW Program Manager

Doctors Without Borders
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Apply by
    Nov-06-2020
  • Posted
    Oct 08

Position description

Doctors Without Borders/Médecins Sans Frontières (MSF) is an international humanitarian organization that delivers impartial medical care to people affected by conflict, epidemics, disasters, or exclusion from health care in over 70 countries.

We welcome candidates who bring a wide variety of backgrounds and experiences to join us in working toward MSF’s common mission.

 

Department

The Field Human Resources Department (Field HR) is responsible for recruitment, selection, placement, and retainment of qualified and well-suited field staff to meet the growing needs of MSF field operations.

 

Project

The WoW Program Manager schedules, prepares, and facilitates trainings and other initiatives designed to enhance the team management competencies of MSF staff, with a specific focus on Operational Center Paris (OCP). This role will be involved in scheduling, organizing and delivering trainings, as well as building and supporting a pool of WoW facilitators and technical producers. 

The People Management Unit’s activities are expanding and this position anchors the delivery and implementation of all core courses. Flexibility in taking on tasks and contributing to this growth will be key to the success of the People Management Unit. 

 

Tasks

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Scheduling, Preparing and Following up the Ways of Working (WoW) Training Courses (35%)

 

Liaises with OCP’s L&D department and Cell HR responsible to gather and prioritize needs for OCP blended and virtual Ways of Working (WoWs) courses.

Schedules and maintains the calendar of blended and virtual WoW trainings for the year (WoW 1, WoW 2 and WoW CC). Assigns facilitators and technical producers to each training. 

Oversees all pedagogical preparations for each WoW:

  • Works with Cell RRHs and mission HR Coordinators to prepare participant lists, offering any spare places to other Cells and/or Operational Centers
  • Approves the final participant lists after removing candidates who don’t meet any program requirements, including the PMU’s hierarchical and functional guidelines
  • Maintains accurate lists of participants and ensures distribution to all concerned parties
  • Validates the training venue and other local arrangements proposed by host missions, based on pedagogical, budgetary and security considerations. 

Determines when training materials should be purchased and/or printed locally by the mission and when these will be supplied and on-charged by the PMU.

Compiles and reviews participant feedback from each WoW. Distributes findings, conclusions and recommendations to the PMU Director, the Country Coordination Team and RRH.

Ensures that all WoW data is correct and centrally collated after each WoW session. Prepares annual activity reports. Coordinates with the OCP Training Unit to ensure essential participant data is shared and collated into OCP Learning & Development reporting.

Creates a follow up calendar after each WoW, ensuring that all post-work activity is sent to participants as per the agreed schedule. Responds to any post-training questions sent by participants to the PMU. 

Collaborates with OCP’s Ops/Med Training Coordinator to identify and adapt WoW course content to other OCP trainings. Briefs other training coordinators to ensure that they can facilitate WoW-related learning activities. 

 

Recruitment and Supervision of WoW Facilitators and Technical Producers (25%)

 

Manages the pool of WoW facilitators and Technical Producers ensuring there are sufficient personnel to meet the demand for all blended and virtual WoW courses:

  • Identifies and/or recruits new facilitators and technical producers, as needed. 
  • Reviews each facilitator’s self-assessment and debriefing notes to ensure appropriate support is organized before future trainings.
  • Matches WoW facilitators and technical producers to each virtual and face-to-face WoW course, instructing Cell RRHs to open WoW facilitator positions in Oracle and following through their contractual arrangements with relevant counterparts.
  • Trains, supervises, debriefs and evaluates WoW facilitators and technical producers. 
  • Determines which facilitators can deliver the blended WoW course and which the virtual program. 
  • Ensures Cell RRHs and others in OCP brief facilitators before each WoW.
  • Matches WoW facilitators with a more experienced colleague whenever they deliver any WoW program for the first time. 
  • Debriefs each facilitator and technical producer after their WoW trainings, reviewing their report with them, as well as capturing additional feedback/reflections about their experience and competencies as a facilitator and/or technical producer
  • Determines when a WoW facilitator’s skills are not suited to the program and advises them that they will no longer be included in the pool for future assignments. 
  • Maintains a central database of each facilitator and technical producer’s experience, professional development goals and availability
  • Identifies when WoW facilitators have acquired sufficient experience and skills to deliver additional WoW programs (e.g. after the WoW 1 to deliver the WoW 2) 

 

Works closely with RRHs, Regional Mobility Officers and Professional Development Managers (PDM) to identify, train and detach national staff as either WoW facilitators or technical producers:

  • Ensures new national facilitators are identified well in advance of Training of Facilitator courses
  • Anticipates detaching national WoW facilitators accompanied with an experienced WoW facilitator
  • Identifies opportunities for national facilitators to be detached in their home country as technical producers for virtual WoW courses

Develops and maintains contact with other experienced facilitators, internal and external to MSF, to share materials and best practices in team management training.

 

Facilitation of ‘Ways of Working’ (WoW) Training Courses (15%):

 

Facilitates approx. 2-4 WoW blended or virtual cycles per year. (A cycle may vary from 2 weeks for 2 x WoW 1 sessions up to 6 weeks combining both WoW 1 and WoW 2 sessions). 

Under the PMU Director’s direction, organizes and co-facilitates technical trainings for new facilitators (e.g.: Training of Facilitators (ToF) Level 1, Content Reviews, Webinars for Virtual Facilitators etc)

Identifies and invites candidates for all WoW ToFs, ensuring that US candidates are provided with training contracts. Liaises with OCP Pool Managers and RRHs to ensure that the professional development of these candidates is recognized in their regular operational profiles. 

 

Development of Training Courses, Materials and Other Initiatives (5%)

Under the supervision of the PMU Director:

  • Reviews recommendations to existing training modules (based on participant feedback, new methodologies and/or changing needs). With the PMU Director, ensures changes are integrated into all master versions of Participant Workbooks and Facilitators’ Guides.
  • Ensures the latest versions of the course materials are available on Tembo and Microsoft Teams

 

Management of PMU Administrative Associate (15%)

Appoints, supervises the daily work, and evaluates the PMU Administrative Associate. Sets clear attainable objectives for him/her and evaluates employee’s job performance, in accordance with established MSF and PMU procedures.

Works with the PMU Administrative Associate to refine and implement all tools are used to execute and monitor key activities including (a) mentor, coach and facilitator travel, (b) delivery of WoW trainings, and (c) design and delivery of WoW training materials. 

Approves vendors identified to supply components of the WoW training kits, balancing quality, pricing and supply chain considerations.

Supports the PMU Administrative Associate to establish an appropriate professional development path. Ensures that opportunities for the PMU Administrative Associate to conduct field visits or assist virtual trainings are identified and supported. 

Coordinates with the Mentoring and Coaching Program Manager to ensure that the PMU Administrative Associate’s total workload remains achievable and maintain the quality and a consistency of his/her work. 

Reviews and approves the PMU Administrative Associate’s assessment of the pipeline of support activities (Training Kit preparation, translations, graphic design development) before new interns and additional volunteers are recruited and trained. 

 

Support to MSF-USA Field HR team and OCP L&D team (5%)

May be required to facilitate sessions at MSF USA Information Days for new recruits, MSF USA Welcome Back Days for second mission field staff, and other MSF USA events.

Contributes to other training initiatives in the MSF movement when applicable. 

Acts as the PMU’s representative at OCP’s Training Unit’s meetings, identifying projects and processes which may have pedagogical, administrative and/or budgetary implications for the New York-based team. 

 

Field Assignments 

The WoW Program Manager is expected to undertake 2-4 field assignments annually (2-6 weeks duration each) to deliver Ways of Working (WoW) trainings, Content Reviews for experienced Facilitators and the Training of Facilitator (ToF) course for new WoW facilitators.  

 

SUPERVISORY RESPONSIBILITIES

Directly supervises the PMU Administrative Associate. 

May give assignments to and coordinate work with interns and/or office volunteers.

 

FISCAL RESPONSIBILITY

Has indirect fiscal responsibility for all costs related to WoW trainings. 

 

EXTENT OF PUBLIC CONTACT

Within the MSF movement interacts with all levels of staff, field workers and colleagues primarily in OCP to deliver WoW trainings.

 

PHYSICAL DEMANDS 

While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within the context of a moderately noisy office with many interruptions.  Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

To travel to the field, the employee must attest to physical fitness to endure physically difficult, high stress situations which may include the necessity to walk long distances, carry a backpack or other equipment of up to 50 pounds, to ride long distances over very poor road conditions, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

WORKING CONDITIONS, TRAVEL AND ENVIRONMENT

The duties of the job require regular attendance 5 days per week for a minimum of 35 hours.  Must be available to work before 9:00 am, and after 5:00 pm or on weekends, as required. Some flexibility required as not all missions or facilitators may be available during regular U.S. working hours.

Must be able to travel as required for domestic and international business travel as well as to MSF field projects.  While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security and/or very basic living conditions and outside weather conditions.

 

Qualifications

Essential

    • Minimum 2-3 years team management experience, plus a Bachelors’ Degree, or equivalent combination of relevant education and experience.
    • Have attended or facilitated an FMT/WoW (or other similar management) training 
  • Outstanding facilitation skills
  • A minimum of two humanitarian field assignments, at least one in a Coordination position
  • Excellent written and oral communications skills in English and French. 
  • Demonstrated ability and experience in:
    • determining training and other learning and development related needs
    • scheduling and administering trainings
    • training new facilitators to deliver training programs
    • analyzing survey data and providing recommendations
  • Genuine interest in and commitment to the humanitarian principles of MSF.
  • Strong interpersonal skills, especially cultural sensitivity 
  • Ability to handle a large volume of work
  • Outstanding proven time management and organizational skills
  • Keen attention to detail with ability to track multiple projects at one time.
  • Ability to work with limited supervision and direction
  • Excellent judgment and diplomacy
  • US candidates should preferably be resident in, or willing to relocate, to NYC in the future. European candidates should be resident in, or willing to relocate to Paris in the future. 

 

Desirable

  • Qualifications and experience in adult learning and/or training 
  • A working knowledge of Spanish or Arabic 
  • Experience as an MSF mentor 
  • Experience working in another MSF HQ role, preferably as a Pool or Career Manager

 

Application instructions

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