Global Conference Management and Logistics Internship - Remote and In-person

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Job Title: Global Conference Management and Logistics Intern

HCW Intern for:

Child Welfare Missions, Rising Tides Conference

Primary Division:

Primary Department:

Programs

African Programs

Teams:

Child Welfare Missions

Location:

HCW Headquarters - Chantilly, Virginia

Remote

Mostly remote, but in the NOVA/DMV area preferred

Travel Required:

local for conference

Level/Salary Range:

Intern

Position Type:

Part-time temporary

Reports activities to:

Supervised by:

Child Welfare Missions

Team Lead; Laura Horvath, Director of Programs and Community Development

Date Accepted:

Click here to enter a date.

Part-time internships are part time temporary positions and not eligible for paid leave or other benefits reserved for permanent employees. Interns are anticipated to work according to an agreed schedule - usually 15 hours per week. An intern is responsible to work with the Team Lead supervising the projects to which they have been assigned to develop the work plan for the duration of the internship. Interns are provided opportunities to develop skills while working on specific projects and are expected to operate in collaboration on assigned projects. Interns are solely responsible for fulfilling all expectations of any educational program that may be granting credit for the internship.

Primary Team Lead for evaluation purposes: Laura Horvath

Role and Responsibilities

• Internship activities will generally support activities of the Child Welfare Missions and the projects assigned during internship will likely include:

• Logistical support and speaker coordination

• Developing a conference engagement plan

• Researching strategies to foster collaboration between small and large groups

• Contributing the development of workshop structure - including creation of questions and topics for discussion, opportunities for sharing out,

• Development of conference engagement tools and strategies

• Help with developing outcomes and products that can be created and shared subsequent to the conference

• Developing a conference evaluation plan

• Creating goals, objectives, and indicators

• Developing surveys and other evaluation techniques

• Writing a white paper on conference outcomes

• Maintenance of conference invitation list, communicates with all invitees,

• Logistical support to help participants travel to the conference (letters of invitation to aid in visa processes, identification of lodging, transportation coordination, hiring of caterers and other necessary support personnel

• Coordination with venue

• Day-of conference logistical support *

• Support of development of brochures, registration materials, programs, and schedules

• Other projects as collaboratively identified by the Child Welfare team and Rising Tides Committee

• Consults Laura Horvath to set project goals and establish a work plan.

• Coordinates efforts with related workgroups and teams to meet interdependent timelines, mutual goals, and objectives.

• Records and reports time using HCW Timesheet and communicates meeting activity using Google calendar.

• Creates deadlines, benchmarks, and specific goals for projects for which the intern is responsible.

• Provides Team Lead with other formal or informal status reports, project updates and critical analysis on project goals and progress as required.

• Participates in discussions regarding the furtherance of HCW mission and organizational objectives in committees, workgroups, and in-country program staff on planning, process, and management of cooperative activities.

• Provides research and drafts documentation to supplement or document project plans as needed and files all work product plans, notes, research, documents, and reports using the appropriate shared Google Drive folder.

• Compiles final written project data and report of outcomes, with outputs and progress of efforts to present in a wrap up meeting with Team Lead and Teams Coordinator in the week prior to conclusion of internship.

Other general expectations:

• Drafts and prepares critical communications as directed and obtains approvals for dissemination of communications.

• Makes presentations to inform users regarding programs, plans, budgets, challenges, opportunities, status, objectives, and accomplishments in support of HCW objectives as required.

• Serves as HCW office-wide resource on communications, grants, important connections, and development opportunities with respect to assigned projects, programs, and workgroups.

• Anticipates needs of Team Lead and users of work products and information and prepares documents and briefing memos on relevant issues and programming status, plans, budgets, challenges, and opportunities for important meetings and events.

• Supports HCW activities as a member of the headquarters staff.

• *Conference dates are in November 2024 in Washington, D.C.

Minimum Qualifications

• Any combination of education and experience that could likely provide the required knowledge, skills, and abilities is qualifying. Qualifying experience may be obtained through volunteer or paid work. Preference in hiring and promotion is given to individuals who exceed minimum qualifications.

• A typical way to obtain the qualifying knowledge, skills, and abilities for this position would be through the following education and experience:

Education:
Educational coursework Background to support specific project assignments or enrollment in an accredited college or university with major coursework in fields related to project assignments.

Experience:

• Coursework or experience in collaborative team-based projects, or coursework including inception to completion of project-based work, including work plan, document management, identification of resource issues, soliciting decision-maker support and input, initiating problem-solving mechanisms, evaluating outcome metrics and measures, publishing work product.

• Specifically for this internship: the ability to work cross-culturally in a collaborative, iterative process.

Additionally Preferred Education and Experience.

Bilingual, Multi-lingual; Coursework or knowledge of current and developing global standards for providing counseling, social services, education, healthcare, nutrition and other care-related issues of raising children and youth in developing countries or poverty; Coursework or experience with supporting vulnerable populations in home-based low resource environments; Coursework or experience developing and leading humanitarian teams and programs; Coursework or experience working with non-English speaking populations; Coursework or experience working in developing countries or with impoverished and disadvantaged populations; Coursework or experience working with religiously diverse populations; Coursework or experience in operating within global standards for sustainable development work; Coursework or experience with global standards of conduct for compassionate humanitarian missions; Coursework or experience working with children and families affected by trauma, poverty and violence.

PHYSICAL DEMANDS

The work is generally sedentary and does not pose undue physical demands, but may require long periods (up to several hours) of sitting. Requires ability to process information orally, visually and through reading, and to type on keypad and look at computer screens for extended periods of time. Occasional additional physical exertion including long periods of standing, or carrying of moderately heavy items (less than 50 pounds).

WORK ENVIRONMENT

Work is primarily performed in an office setting. Remote team meetings are conducted via internet and telephone, which may provide some emotional discomfort, including frustrations, distractions, inconveniences and delays. Required attendance at events, conferences and meetings that may be conducted in a variety of formal and informal settings, with large or small groups of people, where noise, unfamiliar social interactions and uncertain individual conduct could result in exercise of measures to avoid or mitigate personal risk.

REQUIRED DOCUMENTATION
Possession of, or ability to obtain, documentation of educational credentials. Valid driver’s license if traveling on behalf of the organization. Proof of citizenship (US citizenship not required), agreement to background check clearance for contact with minors and access to financial information, donor, organizational, or program funds, and execution of any required documents for legal employment (paid or unpaid) by a US-based nonprofit organization and organizational documents adopted through internal policies and procedures, operation of law or external agreements with partners.

Last Updated By:

Laura Horvath

Date:

6/5/2024

Approved By:

Date/Time:

Acknowledged by Intern (signature):

Date/Time:

Employment Standards: HCW internship is part-time temporary employment, and subject to employment standards for working at HCW, regardless of hours worked and paid or unpaid status in compensation. An employee in this position is evaluated by a Primary Team Lead for potential job actions, including corrective plans, reassignments, and terminations.

Job Title:

Intern

Teams:

Child Welfare Missions