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Immersive Trips Coordinator

2 weeks ago

Sydney, Australia The Hunger Project Full time

About the role
- Background:
- The Hunger Project Australia (THPA) offers a wide range of immersion and investors programs and trips which involve fundraising for and/ or visiting the work that has been invested in across Africa, South Asia and most recently local programs within Australia. These currently include:
- Tailored corporate leadership programs -where THPA is the service provider designing and delivering leadership training
- Individual leadership immersion trips -in partnership with corporate organisations and partners and through our own networks (i.e. THPA’s UnlockTrip)
- Investor trips -our long-term investors are given the opportunity to visit the Communities in which they invest, often for the celebration of Self-Reliance.
- Local immersion trips -where corporates or individuals prefer a more local offering within Australia, and this involves community fundraising for the THPA’s work (i.e. Larapinta Trek)

The Role & Responsibilities:
The Immersive Trips Coordinator reports to the Head of Partnerships, who in turn reports to the CEO. The Head of Partnerships works closely with the CEO and is accountable for the successful design and implementation of all leadership programs.
- This critical role comprises of project coordination responsibilities, administration and relationship development and support across the full spectrum of leadership programs described above. A key element to this role is the support and nurturing of individual program participants to see them reach their fundraising commitments. Being the key point of contact for participants, the Program Coordinator works closely with the Head of Partnerships in monitoring each participant’s needs, ensuring regular calls and touch points are made to stewarding the relationship. With the guidance of the Head of Partnerships, the Immersion/ Investor Trips Coordinator will support the organisation of local workshops/ events.- Trip Program Management- Support the Head of Partnerships and SLT in planning and successfully delivering immersion trips for corporate clients, individual and partnership programs.
- Drive the recruitment, participant selection and fundraising process for individual and partnership programs
- Manage the schedule of external trip facilitators, working with the Head of Partnerships to appoint facilitator(s) for each trip, sign MOU with facilitator and provide on-boarding and training support for facilitators
- Work with the Head of Partnerships and external facilitators to design and produce program run sheet and materials (workbook, pre-readings) to be used during the trip
- Manage the logistics/ bookings of hotels, transport, flights, meals etc in the Program Country
- Be the ongoing point of contact and liaison for trip arrangements within Program Country
- Develop and maintain project plan to track key dates, dependencies, risks, and resource allocation for the trips
- Schedule and manage weekly or fortnightly status meetings internally and externally with client stakeholders (generally Head of HR), program participants on individual or partnership programs providing agenda and minutes, developing reports to track progress and manage trip logistics
- Prepare detailed budget for each trip, working closely with CFO and Program Country contact to manage the budget, issue invoices and track payments
- Record and report on all key client communications related to corporate programs using Raisers Edge, particularly contact records for trip participants and sharing this data with the THPA fundraising team where participants have opted in
- Analyse and assess the risks for the trips -particularly for security, health and safety matters -and develop risk mitigation/contingency plans
- Provide post-trip client support for embedding phase of a corporate leadership program based on initiatives identified during trips
- Assist with maintaining training materials, manuals and welcome packs required for each program
- Conduct regular assessments of the Smart Traveller advice. Manage the Leadership Immersion Program Risk Policy and Matrix in partnership with the Risk Committee. Coordinate quarterly meetings with the Risk Committee.
- Other duties as reasonably requested by the Head of Partnerships/CEO

Marketing and Fundraising Support
- Prepare educational material and documents to support individual and partnership program participants fundraising (i.e. gathering partner stories and country program information)
- Be proactive and work with the fundraising team in nurturing and mobilising the individual and partnership participants in their fundraising activities to have them meet and exceed their targets.
- Support the fundraising team to steward future relationships with major potential investors
- Work with the Marketing Team to develop content and leverage opportunities to promote participant journeys via website, social media and other platforms
- Work with Head of Partnerships on the Alumni engagement program thro