Call for Assistants for the Projects Support Division 2013 - 2014 Dear IFMSA Family, For the past 62 years, IFMSA has proven its ability to withstand the global changes to prove to the world that a group of motivated medical students coming from a wide variety of countries can actually set an example to the whole world of how we should work on our causes, forgetting about all the differences between us and getting back to the basics that all of us are human beings. As human beings and future leaders we do have the responsibility of leaving the world in a better shape than the way it was when we came into this world. IFMSA is a living proof for what a small idea can turn into a transnational activity, implementing a long term change that would shape the whole world in a better way. As IFMSA members, through our National Member Organizations, we contribute to changing the world into a better place throughout all our activities. And with further organizing of our activities, they turn into projects which is one common language we all talk within our beloved federation. With projects prevailing within IFMSA and developing over more than 60 years, it has become the beating heart of IFMSA through which IFMSA leaves its imprint in the global history. Knowing the previously mentioned facts, this makes it a great responsibility for the Projects Support Division that is shaped each year by the hands of the motivated, young yet ambitious and strong future leaders who are the members of our IFMSA. So, if you believe that you have the dream of making our world a better place and you are a projects addict yourself, the Projects Support Division is your place to make your dreams come true. Throughout the following few pages, I am going to explain in details the job description of the Projects Support Division Team members. Kindly check this guide thoroughly and for any inquiries, I am always available to answer them and clarify everything for you at projects@ifmsa.org
Looking forward to working with you Karim M. Abu Zied Projects Support Division Director – Elect
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Team Structure Projects Support Division Director Projects Support Division Assistant Director Quality Assurance and Improvement Assistant Africa Regional Projects Assistant Americas Regional Projects Assistant Asia-Pacific Regional Projects Assistant Eastern Mediterranean Regional Projects Assistant European Regional Projects Assistant
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Projects Support Division Assistant Director Job Description:
To assist the Projects Support Division Director in creating PSD Archive for Endorsed and Transnational Projects and IFMSA Initiatives and in cooperation with the NTSDD assures the archive's sustainability. To assist the Director in the procedures of organizing Project Fair and Project Presentation at the General Assemblies (AM and MM). To coordinate the Production Process of IFMSA Projects Bulletin and the Regional Project Bulletins in coordination with the PubSDD and the RCs. To liaise with the Regional Coordinators in order to receive inputs regarding the development of the Regional PSDs. To help PSDD in ensuring the contribution of IFMSA Projects and Initiatives to IFMSA's Mission and Objectives. To help PSDD in ensuring the contribution of the PSD to the strategic direction of IFMSA. To help defining the PSD processes and identifying the Selection processes and criteria of different PSD activities in order to develop PSD IOGs to be presented to the EB and the GA afterwards. To help creating handover archive for resources, databases and information to facilitate the handover process with the upcoming PSDDs. To approach, with the help of IFMSA VPE, external opportunities for IFMSA Initiatives.
Qualifications requested: The applicant applying for the position of Projects Support Division Assistant Director should: Possess extensive experience in projects on different levels (Local / National / Transnational). Have attended at least 2 General Assemblies / Regional Meetings in which he/she has participated in projects activities. Have free time to dedicate for the Projects Support Division work from the 1 st of October 2013 until the 31st of September 2014. Ensure preliminary availability before and during the General Assemblies for the term 2013 - 2014 Ensure a maintained channels of communication with the Projects Support Division team throughout the term. Possess previous experience in organizing big events. Be able to work under pressure without sacrificing the quality of the outcomes. Possess an extensive experience in working with Microsoft Office. Possess basic knowledge of working with publications production software. Be a good leader and team member.
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Quality Assurance and Improvement Assistant Job Description:
Coordinate the surveying process of the regions and work on developing the procedures carried out within the division. Coordinate the process of collecting and processing the inputs for the Projects Reform. Revise the Half Year Reports of IFMSA official projects to present the summary of reviews to the Projects Support Division Director. Work on liaising between IFMSA official projects and the respective Standing Committee Directors. Coordinate the new projects applications with the Projects Proposal Review Committee. Provide the experienced support and assistance for IFMSA official projects. Seek external assistance when needed on behalf of the Projects Support Division. Work on enhancing the internal team dynamics within the Projects Support Division team. Coordinate the feedback mechanism of the Projects Support Division.
Qualifications requested: The applicant applying for the position of Quality Assurance and Improvement Assistant should: Possess extensive experience in projects on different levels (Local / National / Transnational). Have attended at least 3 General Assemblies / Regional Meetings in which he/she has participated in projects activities. Have free time to dedicate for the Projects Support Division work from the 1st of October 2013 until the 31st of September 2014. Ensure preliminary availability before and during the General Assemblies for the term 2013 - 2014 Ensure a maintained channels of communication with the Projects Support Division team throughout the term. Possess extensive experience in working with reporting and feedback mechanisms. Possess extensive experience in the field of monitoring and evaluation
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Africa Regional Projects Assistant Job Description:
Work as a link between the Projects Support Division and the African Regional team. Plan and organize a needs assessment of the region with the help of the Projects Support Division Assistant. Work on providing individually tailored assistance to the African NMOs. Plan for and execute the Projects Support Division activities at the African Regional Meeting. Survey the projects leadership structures within the African Region and work on publishing regional based statistics. Initiate and maintain individual channels of communication with the African NMOs under the supervision of the Regional Coordinator. Encourage the African NMOs to participate in the regional and international Projects Support Division events. Encourage and assist the African NMOs to plan and initiate their own national and local projects. Encourage the African NMOs to initiate and participate in the already existing Transnational Projects. Work on providing the region with capacity building opportunities in terms of projects management and leadership in cooperation with the Training Support Division Team. Works on liaising between the Projects Support Division, the regional team, Standing Committee Teams and Support Divisions on the African issues related to projects in terms of initiation and management. Gain the NMOs input on the reform of the Projects Support Division as well as the desired way of reforming projects as a service.
Qualifications requested: The applicant applying for the position of Africa Regional Projects Assistant should: Possess extensive experience in projects on different levels (Local / National / Transnational). Have attended at least 1 General Assemblies / Regional Meetings in which he/she has participated in projects activities. Have free time to dedicate for the Projects Support Division work from the 1st of October 2013 until the 31st of September 2014. Ensure preliminary availability before and during the Regional Meetings for the term 2013 - 2014 Ensure a maintained channels of communication with the Projects Support Division team throughout the term. Possess extensive experience in working with feedback mechanisms.
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Americas Regional Projects Assistant Job Description:
Work as a link between the Projects Support Division and the Americas Regional team. Plan and organize a needs assessment of the region with the help of the Projects Support Division Assistant. Work on providing individually tailored assistance to the Americas NMOs. Plan for and execute the Projects Support Division activities at the Americas Regional Meeting. Survey the projects leadership structures within the Americas Region and work on publishing regional based statistics. Encourage regional communication and cooperation within and in between NMOs of the Caribbean, North, central and South America. Support and Encourage Regional NMOs to initiate and participate in Transnational Projects between NMOs of the region. Survey and Plan the first regional program targeting different problems within the region under a unified theme under the supervision of the Projects Support Division Director. Encourage NMOs to initiate their own National and Local Projects. Coordinate the creation and publishing of manuals that serve the specific needs of the region. Provide a specially tailored capacity building opportunities within the region that serves all the NMOs in need for capacity building in terms of projects. Support the new NMOs within the region in the process of planning and initiating their first projects. Facilitate the environment of experience sharing for maintaining sustainability within the region for a self-sufficient region. Gain the NMOs input on the reform of the Projects Support Division as well as the desired way of reforming projects as a service.
Qualifications requested: The applicant applying for the position of Americas Regional Projects Assistant should: Possess extensive experience in projects on different levels (Local / National / Transnational). Have attended at least 1 General Assemblies / Regional Meetings in which he/she has participated in projects activities. Have free time to dedicate for the Projects Support Division work from the 1 st of October 2013 until the 31st of September 2014. Ensure preliminary availability before and during the Regional Meetings for the term 2013 - 2014 Ensure a maintained channels of communication with the Projects Support Division team throughout the term. Possess extensive experience in working with feedback mechanisms.
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Asia-Pacific Regional Projects Assistant Job Description:
Work as a link between the Projects Support Division and the Asia-Pacific Regional team. Plan and organize a needs assessment of the region with the help of the Projects Support Division Assistant. Work on providing individually tailored assistance to the Asia-Pacific NMOs. Plan for and execute the Projects Support Division activities at the Asia-Pacific Regional Meeting. Survey the projects leadership structures within the Asia-Pacific Region and work on publishing regional based statistics. Initiate and maintain individual channels of communication with the Asia-Pacific NMOs under the supervision of the Regional Coordinator. Encourage projects sharing within the region between different backgrounds and structures. Encourage and support Asia-Pacific NMOs to participate actively within the Regional and International Projects events. Encourage Asia-Pacific NMOs to participate in the already existing Transnational Projects as well as initiate the regional Transnational Projects based on common problems within the region. Coordinate, Encourage and support regional opportunities for capacity building on the regional level. Encourage NMOs to participate actively over the projects server for sharing experiences and best practices. Provide the Asia-Pacific NMOs with channels for marketing for their events/activities/projects/programs utilizing the Projects Support Division servers and social media portals. Gain the NMOs input on the reform of the Projects Support Division as well as the desired way of reforming projects as a service.
Qualifications requested: The applicant applying for the position of Asia-Pacific Regional Projects Assistant should: Possess extensive experience in projects on different levels (Local / National / Transnational). Have attended at least 1 General Assemblies / Regional Meetings in which he/she has participated in projects activities. Have free time to dedicate for the Projects Support Division work from the 1 st of October 2013 until the 31st of September 2014. Ensure preliminary availability before and during the Regional Meetings for the term 2013 - 2014
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Ensure a maintained channels of communication with the Projects Support Division team throughout the term. Possess extensive experience in working with feedback mechanisms.
Eastern Mediterranean Regional Projects Assistant Job Description:
Work as a link between the Projects Support Division and the EMR Regional team. Plan and organize a needs assessment of the region with the help of the Projects Support Division Assistant. Work on providing individually tailored assistance to the EMR NMOs. Plan for and execute the Projects Support Division activities at the EMR Regional Meeting. Survey the projects leadership structures within the EMR Region and work on publishing regional based statistics. Initiate and maintain individual channels of communication with the EMR NMOs under the supervision of the Regional Coordinator. Encourage and support Regional communication and cooperation in terms of projects. Work on reducing the gap between NMOs for creating and maintaining common standards within the region. Support and provide assistance for the new NMOs within the region. Encourage EMR NMOs to initiate and participate in transnational projects working on shared problems based in the region. Work on providing the region with capacity building opportunities throughout the year based on cooperation between NMOs in the region. Gain the NMOs input on the reform of the Projects Support Division as well as the desired way of reforming projects as a service.
Qualifications requested: The applicant applying for the position of Eastern Mediterranean Regional Projects Assistant should: Possess extensive experience in projects on different levels (Local / National / Transnational). Have attended at least 1 General Assemblies / Regional Meetings in which he/she has participated in projects activities. Have free time to dedicate for the Projects Support Division work from the 1 st of October 2013 until the 31st of September 2014. Ensure preliminary availability before and during the Regional Meetings for the term 2013 - 2014 Ensure a maintained channels of communication with the Projects Support Division team throughout the term. Possess extensive experience in working with feedback mechanisms.
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
European Regional Projects Assistant Job Description:
Work as a link between the Projects Support Division and the European Regional team. Plan and organize a needs assessment of the region with the help of the Projects Support Division Assistant. Work on providing individually tailored assistance to the European NMOs. Plan for and execute the Projects Support Division activities at the European Regional Meeting. Survey the projects leadership structures within the European Region and work on publishing regional based statistics. Initiate and maintain individual channels of communication with the European NMOs under the supervision of the Regional Coordinator. Survey the possible ways of supporting European NMOs in an individual manner in order to match the expectations of the region. Work on planning and initiating the first Projects Program within the region to tackle different problems of the region under a unified theme. Work on exploring opportunities of external representation of IFMSA in terms of projects with European based entities. Coordinate the process of searching for and engaging with potential sponsors and partners in terms of projects under the supervision of the Projects Support Division Director and in Cooperation with the respective Liaison Officers. Work on supporting and encouraging Non-Formal Education projects within the region. Gain the NMOs input on the reform of the Projects Support Division as well as the desired way of reforming projects as a service.
Qualifications requested: The applicant applying for the position of European Regional Projects Assistant should: Possess extensive experience in projects on different levels (Local / National / Transnational). Have attended at least 1 General Assemblies / Regional Meetings in which he/she has participated in projects activities. Have free time to dedicate for the Projects Support Division work from the 1 st of October 2013 until the 31st of September 2014. Ensure preliminary availability before and during the Regional Meetings for the term 2013 - 2014 Ensure a maintained channels of communication with the Projects Support Division team throughout the term. Possess extensive experience in working with feedback mechanisms.
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org
Are you interested? To apply, you need to follow these steps: 1. Fill in Candidature Form with stamp and signature of your National Member Organisation (NMO) President, in order to show your application is supported by your NMO 2. Fill in a Technical Data Card (TDC). 3. A photo of yourself (high resolution, *.jpg format, coloured, for publications purposes) 4. Curriculum Vitae (CV) (no more than 2 pages), adapted for the position you are applying for. 5. Motivation Letter (no more than 2 pages), make sure you include information about your previous experience within IFMSA 6. Plan of Action (no more than 1 page), give some insights on how you plan to fulfil the tasks of the position you are applying for.
Send your application to: projects@ifmsa.org no later than 16 September 2013; midnight GMT!
c/o WMA B.P, 63,01212 Ferney-Voltaire CDEX –FRANCE
Tel. +33 (450) 04 47 59
Fax. +33 (450) 40 59 37
www.ifmsa.org