People Mobilisation Lead

2 weeks ago

Sydney, Australia Australian Business Volunteers Full time

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
- 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.)

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.
- 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.)
- 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

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