Assessment and IM Technical Working Group Officer

iMMAP is an international nongovernmental organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Background

iMMAP Ethiopia, REACH, and ACAPS formed a consortium in late 2022 to enhance the capacity of humanitarian actors in Ethiopia to respond to multiple crises by improving access to and coordination of analysis, assessments, and information management. This project is part of the ECHO HIP 2023 project. The consortium recognizes the importance of effective collaboration and has divided the responsibilities into three working groups. iMMAP will co-chair the IM working group meetings with UNOCHA, while REACH and ACAPS will focus on co-chairing the Assessment and Analysis working group meetings, respectively.

To support the IM WG meetings chair and co-chairs, iMMAP Ethiopia will hire an Assessment and IM Technical Working Group Officer. The primary responsibilities of this role will include organizing and scheduling meetings and disseminating meeting outcomes to IM members. The Assessment and IM Technical Working Group Officer will also be responsible for providing support to UNOCHA and iMMAP in ensuring that the IM working group meetings are productive and effective. The successful candidate will play a key role in facilitating communication and collaboration among the consortium members, ultimately contributing to the improved response capacity of humanitarian actors in Ethiopia.

About the Role

iMMAP Ethiopia is seeking an Assessment and IM Technical Working Group Officer who will be responsible for handling administrative tasks related to the Assessment and IM Technical Working Group meetings. This includes primarily scheduling meetings, preparing meeting agendas, recording meeting minutes, and distributing meeting materials to attendees. The role also involves coordinating with other stakeholders to ensure that all necessary information is available for the meetings and that all attendees are aware of any changes to meeting schedules or agendas.

The role requires excellent organizational skills, strong attention to detail, and the ability to work comfortably in a fast-paced environment. The ideal candidate should have experience with administrative tasks and be able to work independently with minimal supervision.

Description of Duties

Organize and manage Assessment and Working Group meetings:

• Schedule meetings in consultation with the Assessment and IM Technical Working Group Meetings Chair and Co-Chair.
• Arrange logistical support for meetings, including booking meeting rooms, arranging transportation, and providing refreshments when appropriate.
• Develop and distribute meeting agendas and other meeting-related documents.
• Prepare and distribute meeting materials, such as presentations, reports, and data sets.

Take minutes of the meetings:

• Attend the Assessment and IM Technical Working Group meetings and take accurate and timely minutes.
• Ensure that minutes are distributed to the Assessment and IM Technical Working Group members within a reasonable timeframe.
• Follow up with Assessment and IM Technical Working Group members to ensure that action points are addressed in a timely manner.

Facilitate communication between the Assessment and Working Group members:

• Maintain an up-to-date list of Assessment and IM Technical Working Group members and their contact information.
• Ensure that relevant information is shared in a timely and effective manner.
• Respond to queries and requests from Assessment and IM Technical Working Group members in a professional and timely manner.

Support the IMWG Chair and Co-Chair:

• Assist the Assessment and IM Technical Working Group Chair and Co-Chair in the development of meeting agendas and other meeting-related documents.
• Provide administrative support to the Assessment and IM Technical Working Group Chair and Co-Chair as required.
• Follow up on action points and decisions made during the meetings.

Ensure that IMWG meetings are conducted in accordance with established procedures and protocols:

• Ensure that Assessment and IM Technical Working Group meetings are conducted in a professional and respectful manner.
• Follow established protocols for Assessment and IM Technical Working Group meetings, including confidentiality and data protection protocols.
• Ensure that Assessment and IM Technical Working Group meetings are accessible to all members, including those with disabilities.

Any other related task assigned by the supervisor.

Requirements

• Bachelor’s degree in business administration, Public Administration, international relations, or related fields.
• At least 3 years of relevant professional experience in meeting assistance and administrative support or related fields.
• Excellent organizational skills and attention to detail.
• Strong communication and interpersonal skills.
• Ability to work effectively in a team environment.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Familiarity with information management and humanitarian coordination is an advantage.

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries.

iMMAP has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP is an Equal Opportunity Employer regardless of background.