Disaster Management Advisory Group (DMAG) Program Officer

Essential Responsibilities and Duties

• Administrative and Logistical Roles and Responsibilities
  • Plan, coordinate, and physically attend DMAG meetings and events, ensuring adherence to timelines and budgets.

• Draft event invitation letters and Terms of Reference.
• Make necessary travel and meeting arrangements.
• Organize, schedule, and prepare agendas for events and meetings.
• Coordinate event logistics, including venue selection, accommodation, seating arrangements, guest lists, setup, equipment, translation services, printouts, transportation arrangements, etc.
• Oversee and manage events on the day, resolving any issues, welcoming guests, coordinating event setup, and maintaining communication with relevant staff.
• Coordinate and facilitate discussions during events as required.
• Provide support in the planning and delivery of DMAG pieces of training as necessary.
• Collect feedback from event participants.

• Prepare comprehensive event narratives and meeting minutes, ensuring proper filing and documentation.
• Prepare and submit expense reports related to DMAG meetings and events.
• Reconcile expenses to ensure accuracy and compliance.
• Perform additional work-related duties and responsibilities as assigned by the line manager.

• Technical Support & Information Management Roles and Responsibilities
• Assist the DMAG coordinator in drafting technical papers, concept notes, meeting notes, donor profiles, and narrative reports.
• Document and share information, including lessons learned from meetings/events, and initiate review processes.
• Serve as a point of contact for DMAG members regarding logistics issues, in coordination with the DMAG program coordinator.
• Draft and distribute emails, correspondence memos, letters, forms, and reports among DMAG members and their respective national societies.
• Ensure the sharing of information and learnings between different DMAG working groups and other movement partners (such as ICRC, IFRC, and interested PNSs).
• Maintain and update the DMAG database, including training materials, contact lists, regional trainers' information, etc.
• Liaise with the DMAG program coordinator to handle requests and queries from the DMAG Steering Committee.
• Adhere to and work by the Red Cross and Red Crescent fundamental principles while engaging with all movement partners.

Function Specific Experience

• Experience working in a Programs Officer/Assistant position
• Knowledge of office management systems and procedures
• Experience in event facilitation & implementation
• Familiarity working in both Arabic-speaking and English-speaking environments, using excellent oral and written skills in both Formal Arabic and English languages
• Proficiency in MS Office (MS Word, MS PowerPoint, and MS Excel in particular)

Industry Related Experience

• Experience working for Red Cross/Red Crescent Movement