Member Relations Associate

PHAP - International Association of Professionals in Humanitarian Assistance and Protection

Brussels, Belgium

Summary

The International Association of Professionals in Humanitarian Assistance and Protection (PHAP) AISBL is recruiting a full-time Member Relations Associate, to begin work in September 2011 at its headquarters in Brussels. As an integral part of a small and dynamic professional team, the main responsibility of the Member Relations Associate will be to handle the PHAP secretariat’s relationship with members at the technical level, across all areas of activity. The successful candidate will respond to individual member inquiries, coordinate the membership application and review processes, implement registration and payment processes for member dues and activities, maintain the member database, assist with research and analysis of member needs and interests, and assist in the production of onsite and online member events, resources, and activities. The position will require frequent travel abroad.

About PHAP

PHAP is an association made of and governed by individual professionals engaged in humanitarian action. Established in Brussels in mid 2010 as an International Non-Profit Organization, PHAP’s mission has been designed to respond to a growing demand for professional development, networking, and knowledge-sharing opportunities among individuals deployed in the context of humanitarian crises. One of PHAP’s main activities is the organization of a series of advanced professional trainings and workshops on Humanitarian Law and Policy. These multi-day events, organized in many locations around the world, offer a unique opportunity for mid-career professionals to develop strategic and managerial skills; deepen their understanding of applicable legal, policy, analytical, and operational frameworks; and expand their informal networks. For more information about PHAP and its activities, see http://www.phapinternational.org/.

Conditions

• Starting date: as soon as possible, ideally before 15 September 2011;
• Based in Brussels;
• Indefinite contract with probation period;
• Gross salary: based on experience;
• Lunch vouchers for each day worked.

Tasks

• Handle external communications with individual association members as they relate to applications for membership, payment of dues, content subscriptions, and registration for member events and activities, including responding to information requests from current and prospective members.
• Assist in the implementation of membership application processing procedures.
• Update contact and participant records, maintain the integrity of the contact database, and contribute to the documentation of related processes and procedures, in close coordination with colleagues.
• As analyses, and write reports.
• Assist the Executive Director in identifying member needs and developing the content, scope, budgets, and member volunteers for new member programs, resources, activities, and services. sist the Executive Director with the implementation of research tasks related to the further development of member programs, resources, activities, and services, as well as member recruitment and retention. To this end, prepare survey instruments, manage and collect data, conduct interviews, carry out desk research, perform
• Contribute to the production of marketing and communications materials and member publications, including a regular association newsletter as well as website content, including soliciting contributions from members, when appropriate.
• Liaise with financial management service provider regarding the processing of incoming and outgoing invoices, particularly as related to membership dues.
• Prepare logistics arrangements for operational activities needed; in particular, assist in the organization and implementation of onsite events (in multiple international locations, with multiple international partners) as well as web-based activities.
• Support the Executive Director and other staff members in the development and maintenance of the ICT capabilities of PHAP.
• Assist in preparing orientation materials for interns, when applicable.
• Assist in day-to-day office management tasks.
• Undertake additional tasks and projects related to member programs, resources, activities, and services, as assigned by the Executive Director.

Qualifications, Experience, and Availability

• At least two years of prior relevant work experience;
• Advanced degree in political/social science, international development, international relations, humanitarian affairs, non-profit management or other relevant subject (highly desirable);
• Demonstrated interest in and knowledge of the field of humanitarian affairs (highly desirable);
• Significant international experience, particularly experience living and/or working outside of Europe and North America (highly desirable)
• Prior experience organizing international events, in particular, is an advantage;
• Prior experience working in a membership organization/ professional association is an advantage;
• Experience managing budgets is an advantage;
• Availability to travel abroad (within and beyond Europe) to implement PHAP’s events (sometimes for more than one week at a time);
• Availability to work on some weekends, as necessary, prior to start of events.

Skills and Competencies

• Excellent interpersonal communication skills and oral and written skills in both French and English (required); other professional-level language skills, particularly in Dutch, Spanish, and/or Arabic are an advantage;
• Strong computer skills, including MS Excel, Word and PowerPoint; desktop publishing and graphic design skills is an advantage;
• Familiarity with membership databases (in particular CiviCRM) is an advantage;
• Strong analytical skills (both quantitative and qualitative);
• Strong organizational skills, resourcefulness, flexibility and ability to efficiently handle multiple tasks;
• Ability to work independently, with attention to detail;
• Good financial and planning skills;
• Entrepreneurial spirit.

Application Procedure

DEADLINE: 8 September 2011 (applications reviewed on a rolling basis).

• Applicants should send their cover letter and CV by email to: jobs@phapinternational.org (applications sent by email will be acknowledged automatically upon receipt);
• Only candidates short-listed for interviews will be contacted;
• Interviews will take place during the course of September 2011 in Brussels or via phone/Skype;
• All applications must be written in English;
• The closing date for applications is 8 September 2011;
• Applications will be reviewed on a rolling basis, and therefore interested candidates are encouraged to apply as soon as possible before the deadline.