Volunteer Coordinator At MedGlobal

ABOUT MEDGLOBAL

MedGlobal is an international medical non-profit organization providing health services to people in need, including refugees and displaced persons, in disaster and underserved regions. The organization is composed of medical/public health professionals and volunteers of diverse backgrounds.

CODE OF CONDUCT

The MedGlobal Code of Conduct reflects our core set of beliefs and values of care, respect, trust, and integrity. These beliefs and values are fundamental to MedGlobal employees, volunteers, interns, consultants, officers, coordinators, and directors to guide their practice and conduct. The Code is organized into categories, as follows:

1. Always act with fairness, honesty, integrity, and openness; respect the opinions of others and treat all with equality and dignity without regard to gender, race, colour, creed, ancestry, place of origin, political beliefs, religion, marital status, disability, age, or sexual orientation.
2. Provide a positive and valued experience for those receiving service within and outside MedGlobal.

JOB SUMMARY

We are looking for an individual obsessed with organization, documentation, communication, and logistics. The ideal candidate expects to review emails regularly, responding thoughtfully and with a sense of urgency.

Before starting the role, the candidate should be familiarized with current MedGlobal programs and Short-term Medical Interventions. Supplemental training will be provided, however, please note a quick study and an eagerness for learning will be critical to the success of this role.

For short-term medical missions, MedGlobal Volunteer Coordinator will work closely with the mission leader to help include volunteers with specific credentials required for each mission.

Outside of Short-term Medical Interventions, the Coordinator will also help recruit and organize Volunteers for virtual programming. For example, MedGlobal frequently requires volunteers to conduct virtual trainings for local health care providers at our health facilities around the world.

Also see: Mid-Level Research Specialist, USAID School to Work (STW) Transitions Study, Remote At Social Impact

KEY RESPONSIBILITIES

Volunteer Recruitment

• Review volunteer CVs and select them based on their qualifications
• Recruit volunteers for specific projects (Short-term medical interventions, telehealth, educational lectures, training sessions, others)
• Review MedGlobal volunteer list (Typeform) and reply to volunteers based on opportunities available
• Screen Volunteers based on availability, specialties, and experience
• Set up appropriate mission folders and volunteer information in each folder
• Maintain a list of volunteers with their names, specialties, and country of origin
• Learn all details about MedGlobal programs and volunteer opportunities to act as a resource to disseminate information to potential or upcoming volunteers
• Reply to volunteer questions immediately.
• Do background checks for all volunteers using OFAC and Descartes Visual Compliance

Short-term Medical Interventions (STMIs)

• Assist with volunteer onboarding, including but not limited to sending the first email to volunteers with mission brief and the request for the first round of information required (including request for trip insurance)
• Request and file all documents needed to participate on a MedGlobal STMICreate a volunteer information packet for each STMI or training project. Include information about each site’s context, logistics, schedule of activities, tips on what to bring, and include the clinic process such as: referrals systems available, appropriate diagnosis and treatment in resource-limited environments commonly seen on the field, resources that might need to be reviewed by volunteers before the trip. This information can be clarified by the medical local team and by the STMI medical leader.
• Coordinate with the team on the ground about logistics of each STMI, including but not limited to logistics on the ground, procurement process, coordination of volunteer introduction session, others.
• Schedule calls between volunteers and the STMI team, before and after the STMI
• Set up a WhatsApp group for each STMI including for all volunteers and mission leads
• Work with Communications team to post on social platforms and to create a Communications plan
• Get MedGlobal t-shirts for all participating volunteers.
• Get awards to participating partners.
• Work with M&E team to have a M&E plan set up for each STMI
• Send surveys to volunteers after each STMI: Volunteer Donated time, M&E, others when needed.
• Create certificates of appreciation and send it to field coordinator ahead of time
• Create MedGlobal order of mission letters to be sent to volunteers before the trip
• Send invitation letters for volunteers for countries that need it for visa purposes or if needed upon arrival
• Input and update volunteers’ flight information
• Keep track of volunteer flights and have close communications with the team on the field should any delay or issue happens with volunteers
• Secure hotel reservation for volunteers. Send hotel reservation confirmation to volunteers.
• Work with field teams and procurement team to make sure all medications and supplies are purchased before the STMI begins. Coordinate with the field team to have them delivered to STMI site and store them accordingly.
• Coordinate with the field team to have proper orientation session for medical volunteers about the activities to be done and include clinic processes on-site.
• Keep STMI project management database updated
• Revise feedback surveys sent to volunteers
• Write a STMI report after each STMI is completed using MedGlobal STMI template

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Volunteer Connect newsletter and volunteer communication

• Provide content for the volunteer connect newsletter on a monthly basis, such as volunteer stories, volunteer opportunities.
• Design the Volunteer Connect Email on MailChimp
• Establish a communication strategy with volunteers and select appropriate channels such as but not limited to Slack, Email, Facebook.
• Send volunteer appreciation e-cards, birthday messages, leadership awards, others.

Social Media

• Collect stories from volunteers to post them on our website and social media channels (blogs, videos, and/or photos)
• Coordinate with Communications team on how often to provide volunteer stories and on which format.
• Create social media posts about medical lectures and/or trainings to be shared with Communications team for posting. This includes quotes or feedback from trainers and trainees.
• Share visibility of volunteer contribution
• Publicity interviews (at universities, conferences), monthly
• Organize Volunteer of the Year Award, yearly
• Share one volunteer spotlight, monthly

Volunteer committees, educational activities, and online activities

• Schedule and take notes at monthly Volunteer Network Committee meeting.
• Update current committee and work with local teams to request the creation of new committees if needed.
• Communicate with MedGlobal field teams about educational and training needs and work with committee on setting up a curriculum based on the needs on the field. The committee can also help in assigning volunteers in charge of training/lectures, if not Volunteer Coordinator can recruit for one.
• Follow the MedGlobal Educational Activities plan per country.
• Follow MedGlobal Education Strategy and recruit volunteers for the activities needed such as: educational lectures and training courses for local staff.
• Coordinate with local staff to request volunteers needed based on educational needs.
• Work with M&E team to set up satisfaction surveys for each lecture or each training session and share them with trainers and trainees.
• Recruit volunteers for Telehealth projects.
• Send MedGlobal waiver and Code of Conduct to volunteer and save it in the appropriate folder on the drive.
• Schedule Telehealth consultations and connect volunteers with the MedGlobal field teams.
• Collect volunteer hours for all these activities using the Volunteer Donated Time form.
• Work with a volunteer medical lead or a committee member to establish ways to measure knowledge on trainees, such as creating pre and post questionnaires; send these to trainees.

Trackers

• Keep STMI dashboard up to date with information of all beneficiaries from volunteer activities, monthly
• Keep Online Activities tracker updated, monthly
• Update webpage quarterly with information about volunteers: opportunities, number of volunteers participating, stories from volunteers, others.
• Provided volunteer donated time information to Finance Department, monthly.

QUALIFICATIONS

• Effective communications skills (written and oral)
• Ability to communicate in a respectful and effective way with individuals across diverse racial, ethnic, cultural, political, social, economic, and other backgrounds.
• Excellent organizational skills
• Experience with project management
• Knowledgeable about medical degrees, to be able to select experienced physicians and nurses based on their academic qualifications
• Public Health background (preferred, but not required)
• Experience using Google products
• Experience with Social Media platforms