MENTORING AND COACHING PROGRAM MANAGER (BASED IN ANY MSF OCBA HUB)

POSITION BASED IN ANY MSF-OCBA HUB SUBJECTED TO FEASIBILITIES

GENERAL CONTEXT

Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association. Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

The MSF movement is built around several operational directorates. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona and decentralized in Nairobi, Dakar and Amman. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations.

CONTEXT AND GENERAL OBJECTIVE

The HRM Unit is developing actions to support the performance of our staff and teams. Among them, Mentoring and Coaching have proven to be very valuable resources with quick impact that we want to offer widely to staff committed to their development. While Mentoring is offered at individuals, we offer as well individual and team coaching according to the needs identified. Although these resources are available since a while, we see OCBA Mentors, Coaches and Team Coaches supporting other OC while the demand of these resources in OCBA is very limited.

Under the supervision of the Head of HRM Unit and contributing to the achievements of its goals, and in collaboration with the Mentoring and Coaching Hub (MCHub) in Oslo, the Mentoring and Coaching Program Manager (M&C Program Manager) is responsible for disseminating the Mentoring and Coaching offer and leading the implementation of OCBA’s mentoring and coaching programs for all field and HQ staff

The M&C Program Manager leads the development of a pool of mentors, ensuring that they are trained in MSF workshops and matched with a mentee. Unlike the Mentoring program, the coaching program allocation of resources from the MCHub is delegated to MSF Norway actors. In case we need additional coaches external from MCHub the M&C program manager will oversee it.

The M&C Program Manager may also facilitate trainings and other initiatives designed to enhance the management competencies of MSF staff with a specific focus on OCBA.

RESPONSABILITIES AND MAIN TASKS

1. In the HRM Unit frame, build the strategy of the program and be responsible for the quality of mentoring that is offered to users of the OCBA Mentoring & Coaching Program:

• With an operational focus and with reactivity to new operational needs
• With special focus to get the acceptance of field teams.
• Considering DEI criteria in the communication approach.
• With a global mindset that offers different solutions to different situations (Field, HQ…).
• With solid deontological principles.
• Finding synergies with the initiatives in place by other sections and the MCHub.

2. Elaborates a sensitization and dissemination plan about the Mentoring and Coaching Program:

• Taking the lead in setting up and maintaining events that ensure the high visibility of mentoring & coaching at OCBA, as well as producing and reviewing promotional materials.
• Communicating regularly with the MCHub, the operations department, HR referents in HQ and field on the Coaching & Mentoring offer

3. Identification, matching and follow-up of OCBA Mentors and Mentees:

a. Receive the requests from all different sources: staff, line managers, career managers…

b. Analyse and dig on the need with the requester before validating the request.

c. Talk to potential Mentees all have introductory call with the M&C Program Manager.

d. Identify a mentor from the active pool.

e. The M&C Program Manager proposes Mentors to Mentees and ensures that they have a first “Let’s get to know each other” call.

f. Once a Mentee has confirmed Mentor, the M&C Program Manager completes all additional steps of the Mentee’s orientation.

g. During the Mentoring relationship, the M&C Program Manager checks in with both, the Mentor and Mentee, and remains available to provide technical oversight and general support. Encourages Mentors to attend conversations scheduled in the online “Mentoring Café”.

h. At the conclusion of each Mentoring relationship, the M&C Program Manager:

• Debriefs both the Mentor (in all cases) and Mentee (on request.
• Ensures that they are sent the end of Post-Mentoring Relationship survey.
• Checks the availability of the Mentor for a new Mentoring relationship.

4. Building an active pool of competent mentors for OCBA:

a. Leads the identification of candidates to join the mentors pool in collaboration with OCBA Career Managers on the following basis:

• Direct expressions of interest of current staff who will have to follow a validation process.
• Proactive search according to the needs analysis done quarterly by the M&C Program Manager.
• Suggestions from the Career Managers.

b. Once validated, the M&C Prog Manager:

• contacts each potential Mentor individually and conducts a preliminary information call to introduce the Mentoring program and extend the formal invitation to become a Mentor.
• schedules each prospective Mentor to attend a Level One MSF Mentoring Workshop confirms after the workshop each Mentor’s interest in being matched and their availability.

c. To ensure the quality of the trainings and supervision package for mentors.

d. Inform the pool of mentors of the different events organized by the MCHub and other actors for the benefit of the Mentor’s pool: Mentoring Café, Community of Practices, sharing newsletters, evaluations, reports etcetera.

e. Analyzes the mentor learning & development needs of the mentor’s pool and support the continuous development of those interested on it upon their requires (Level 2 course or other).

5. Intersectional interactions:

• Represents OCBA in the Mentoring Program Managers monthly meetings (on-line events).
• Represents OCBA in the MPM annual meeting with MCHub (presential event).
• Communicates regularly with the MCHub (including the other sections representatives), the operations department, HR referents in HQ and field on the Coaching & Mentoring offer.
• Liaises with internal & external stakeholders (Managers, Intersectional platform for Mentoring & Coaching, HR and OPS partners, etcetera).
• Support intersectional initiatives related to the objectives of this position (definition of common managerial processes, deciding operating tools, definition of reporting systems…).

6. Other:

• To co-facilitate some of the Mentoring workshops (at least 2/year).
• Contribute to HRM unit initiatives such as HRCo week, webinars and training actions.
• Be part of the briefing processes of certain roles in the field and HQ.

SELECTION CRITERIA

Education and experience

• Proven commitment with staff development and good knowledge of mentoring and coaching disciplines (not essential to have a degree).
• Demonstrated ability to effectively manage and develop staff.
• Experience in organizing and delivering training sessions (structuring materials, presenting information, animating discussions, and answering questions).
• Demonstrated leadership skills and ability to contribute to the development and implementation of strategic orientations.
• Excellent interpersonal skills and prior experience resolving employee relations issues.
• Excellent communication skills in English and French (written and oral); Arabic and Spanish preferred.
• Ability to adapt message to different interlocutors from diverse cultures and backgrounds.
• Ability to write reports and communication materials.
• Excellent judgment and diplomacy.
• Solid digital skills, including ability to use word processing and spread sheet and database software and to search the internet for research purposes.
• Proven time management and organizational skills; ability to prioritize ongoing vs. immediate needs appropriately.
• Minimum 2 years MSF field experience.

Competencies

• Commitment to MSF principles
• Cross-cultural awareness
• Service orientation
• Results and quality orientation
• Initiative and innovation
• Networking and building relationships
• Flexibility

CONDITIONS

• Position based in any MSF OCBA hub (Barcelona, MSF-Spain office delegations, Amman, Dakar or Nairobi). Final location will be subject to the employability of the preselected candidate (residency, work permit, etc.).
• Minimum commitment with the position of 3 years.
• Full time job.
• Annual gross salary: HQ-4A (divided into 12 monthly payments) + secondary benefits based on MSF OCBA Reward Policy. Subjected to local conditions.
• Starting date: Immediately.