ABOUT THE ROLE

ABV’s work in Australia and internationally is made possible through the work of experienced paid staff, volunteer Board members and Skilled Business Professionals (SBPs) who donate their skills and experience as volunteers in Australia and internationally.

As part of the Engagement team, the People Mobilisation Lead will support SBP’s who have been recruited and selected for assignments who may be traveling overseas or within Australia or volunteering online. This will include deploying them into the field with the tools and resources they need, ensuring supports are available to do their work safely and effectively while on assignment, and to deliver outcomes to ABV’s partners. The People Mobilisation lead will also support staff on field trips and business development trips with all of their travel and mobilisation needs.

The People Mobilisation Lead will work along with staff and SBP’s with responsibility for onboarding and mobilisation processes including travel and visa processes, support and welfare checks for all of ABV’s people during their trips and assignments, reviewing trip and assignment reporting, participating in debriefing staff and SBPs at the end of the trip and assignment whilst being the point of contact during all deployments whether staff or SBP.

A significant part of this role will include a review of ABV’s current Mobilisation Process and associated documentation. The People Mobilisation Lead will make recommendations for process improvements and improved efficiencies and once agreed with the business, will work to lead and implement a revised and updated process. This role works with a variety of external providers ranging from travel managers, hotels, visa authorities and other associated travel providers.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

Staff Deployment Support

• Organise all staff travel for field trips associated with program business development, program design and program implementation, including car hire, hotel booking, visa applications, travel medical requirements and all other logistics support needed by ABV staff and Board members.
• Maintain and update mobilisation documentation e.g., Travel policy annexures for each country, up to date security plan information and maintaining the Staff movements calendar.
• Set up and continuously improve the staff step-by-step mobilisation process and SOP (Standard Operating Procedure) and work with other functions (i.e., program team, project team, finance team, etc.)
• Build strategic networks with external stakeholders relevant to staff mobilisation process i.e., Embassies and Consulates for visa application, etc.

Volunteer Mobilisation

• Upon recruitment of volunteers for a role, support and coordinate on-boarding and mobilisation processes.
• Ensure all organisational recruitment processes have been completed and the SBP is ready for the assignment.
• Manage all ABV compliance and onboarding including finalising the Volunteer Agreement – Letter of Agreement for each assignment, completing appropriate police and other checks, travel arrangements, visas as required, all required documentation, accommodation and communication requirements.
• Proactively seek continuous improvement for the ABV mobilisation process.
• Proactively seek solutions to problems and challenges faced during the mobilisation process (i.e., know whom to connect to accelerate the visa application process, know whom to connect during emergency situations like SBP evacuation, etc.)
• Set up and continuously improve the SBP step-by-step mobilisation process and SOP (Standard Operating Procedure) and work with other functions (i.e., program team, project team, finance team, etc.)
• Build strategic networks with external stakeholders relevant to the SBP mobilisation process i.e., Embassies and Consulates for visa application, etc.
• Lead the Mobilisation process for the organisation.
• Maintain and update mobilisation documentation e.g., Travel policy annexures for each country, up to date security plan information and maintaining the Volunteer movements calendar.

Program Briefing and Debriefing

• Assist with the input of Mobilisation related information into the Terms of Reference for SBP assignments and staff trips.
• Oversee the processing of the SBP assignments in readiness for mobilisation.
• Communicate and make sure staff and SPBs have a good understanding of the ABV travel policies (i.e., rates for mobile phone charge, airport taxi, meals, accommodations, per-diem) and their LOA (i.e., their expected deliverables, things within and outside their scope of responsibilities).
• Participate and provide input into project briefings and debriefings as necessary – specifically as they pertain to expectations around Mobilisation and travel etc.
• Arrange all documents so that staff and SBP’s have easy access to key information while on trips and placements for ABV.
• Provide constructive feedback to the SBP team and Program team after each debriefing to support continuous quality improvement.

Placement Support

• Provide ongoing support to staff and SBPs on trips and placements in partnership with the relevant program staff.
• Support the monitoring and welfare management of staff and volunteers during their trips and placements, through regular check-ins, troubleshooting, and debriefing.
• Identify any issues and/or additional supports needed for discussion with relevant program staff.
• Escalate issues as required to the General Manager Engagement.
• ABV internal Emergency contact for all deployed ABV staff, Board members and SBP’s to manage incidents that occur while staff and volunteers are on trips and Assignments and manage the process with the support of the General Manager Engagement.

Reporting

• Input all data into ABV’s systems and ensure that all details are up to date.
• Provide regular Mobilisation reports as directed by the General Manager Engagement
• Review reports to identify any themes or issues that need attention to improve ABV’s policy and processes or the experience of staff and SBPs.
• Work with the Finance team to report all the staff and SBP’s travel expenses and make sure all are reimbursed, according to ABV Travel Policies.

Monitoring, Evaluation and Learning

• Work in compliance with the ABV Monitoring, Evaluation, Learning (MEL) Framework.
• Provide relevant data, analysis and reporting to support ABV’s evaluation reporting.

Other

• Manage the regular annual review cycle of our corporate travel insurance policy - coordinate this process and make recommendations to the Lead Team/CEO on renewal/updates/changes to the insurance policy.
• Any other business requirements as identified by the General Manager Engagement.

SELECTION CRITERIA

Essential Requirements

• Experience in setting up and improving the internal business processes in an organisation.
• Excellent skills in relationship building and volunteer management and a commitment to creating a positive travel experience.
• Experience working cross culturally.
• A very strong ability to manage multiple logistical requirements across numerous projects to agreed deadlines.
• A strong ability to manage people and ensure deadlines are met and outcomes achieved.
• Excellent interpersonal skills and the ability to connect with people and build trust.
• Excellent attention to detail and commitment to compliance.
• Creative problem-solving skills and demonstrated capacity to respond effectively in an emergency.
• Ability to work under uncertain and high-pressure situations.
• Persuasive oral and written communication skills.
• Capacity to work online and competent in use of online collaboration and project management tools.
• Willingness to work flexible hours from time to time to support staff and volunteers in international placements or varying time zones and meet the needs of the business.

Desired requirements

• Formal qualifications in a relevant field e.g., community or international development, social work, business development, business management or similar and/or experience in people deployment activities and co-ordinating travel arrangements.
• 3 years’ experience working with volunteers in a not-for-profit environment.
• History of volunteering.

THE WAY WE WORK

ABV values collaboration and sharing of technical skills, experience and learning as imperative to the delivery of consistent, quality outcomes across all programs and partnerships.

The following principles guide the way we work together across the team.

Initiative

We take a strategic lead in working with communities, partners and other stakeholders. We use our initiative to make decisions and drive action.

Innovation

We are energetic and inquisitive. We are hungry to learn new things, engage with our community and do things differently. We explore innovative ideas and test our assumptions.

Implementation

We deliver with care and attention to detail. Our systems and our way of doing the work hits our KPIs and builds capacity and capability.

Impact

We make a difference in everything we do. We look for ways to amplify our impact. Our monitoring and evaluation systems provide transparency and accountability for communities, funders, partners and stakeholders.

A position description is attached.

At ABV we are committed to providing a safe environment for our team members and the communities in which we operate. You will need to be vaccinated against COVID-19 before joining the team, unless you're medically exempt, and provide evidence of such if required. Thanks for understanding.

Requirements

• National Police Certificate
• Working with Children Check
• Covid-19 vaccination