Become a Humanitarian Manager E-Book

Jörg Fehr

• Herausgeber: BoD - Books on Demand
• Kategorie: Fachliteratur
• Serie: Lieder unseres Lebens
• Sprache: Englisch

Seitenzahl: 134

Veröffentlichungsjahr: 2025

Beschreibung

"Become a Humanitarian Manager" is a practical and inspiring guide for professionals seeking to become effective leaders in the humanitarian sector. Designed for aspiring managers, field coordinators, and NGO leaders, it explores the unique challenges of managing teams, resources, and operations in crisis-affected environments. Blending strategic management principles with humanitarian values, it offers tools for ethical decision-making and intercultural leadership.

Leseprobe

Table of Content

Foreword

Motivation

The Flow Theory

Human Resources

Information flow in the office

Administrative Assistants

Volunteers

Example of a volunteer program

Supporting- and Implementing Offices?

Fundraising for Volunteers

Briefing and Debriefing

Special Care

Volunteer Platforms

Security Issues

Retired Workers

Additional thoughts

It would be great to have them working for our organization again. You need them. You need junior staff who will one day take over from the senior staff.

Special Meetings

Handing over to a successor

Taking over from your predecessor

Abrupt Takeover

Administration of a Humanitarian office

The Country Director (CEO)

How to organize time?

General Administration of a Country Office

Be Organized!

The CEO and Legal Issues

The CEO and issues relating to finance

The CEO and Human Resources

Represent your Organization

The Power of the First Impression

Three types of intelligence.

Development Education

Working with Pathfinders

Government Contacts

Embassies

Networking

Contact Tracking List

Priorities

Cultural awareness

Integrity

Spouses

The Project

The Purpose of Planning

Development of the Project

The Logical Framework Approach

Data Collection

Methodology

Analysis

Formula of Change

Stakeholder Analysis

The Problem Tree

Strategy Analysis

Planning

The Assumptions Algorithm.

Objectively Verifiable Indicators

Sources of Verification (SOVs)

Logframe

Factors that ensure sustainability

Gantt Chart

Time

Project Terms and Definitions:

Critical Path

Budget

The Bill of Quantities

Procurement

The INCOTERMS

Procurement Guidelines:

Staff costs

Calculation of working days per year

Management Tasks

Indirect Cost (Overhead)

Narrative Proposal

Project agreement

Implementing the project

Taking pictures and videos

Project accounting

Currency Exchange

Money transfers

Effective Monitoring

Evaluation

Reporting

Communication

Discretion

Meetings

Status update meetings:

Team meetings:

Beneficiary meetings:

Board meetings:

Executive Session:

General Assemblies:

Brainstorming sessions:

Problem-Solving Sessions:

Training sessions:

Kick-off meetings:

One-on-one meetings:

Calling or being called.

Channels for Business Meetings.

Radio Communication

Negotiation Skills

Strategic Planning

Strategic Planning Process of a SWOT

Development Education

The Role of Education in Development

The impact of development education:

Travelling

Spiritual Life

More books from the series:

Foreword

As I reflect on more than 60 years of professional experience, I am struck by the profound changes that have shaped my career. This book is not just a recounting of milestones, but a testimony to the lessons learned, the challenges overcome, and the wisdom gained along the way.

One of the most valuable lessons I have learned is the importance of lifelong learning. The world is constantly evolving, and so must we. Whether it is acquiring new skills, keeping abreast of trends, or furthering education. Continuous learning has been the cornerstone of my professional development.

At the heart of any successful career are the relationships we build. Over the years, I have been privileged to work with some of the most talented and inspiring people. These relationships have not only enriched my professional life but have also provided invaluable support and mentorship. Collaboration and networking are essential to personal and professional development. They open doors to new opportunities and foster a sense of community and belonging.

No career is without its challenges. There will be moments of doubt, setbacks, and failures. However, it is in these moments that resilience and perseverance have proven to be the greatest allies. The ability to bounce back from adversity, learn from mistakes and keep moving forward has been instrumental in achieving long-term success. Resilience is not just about enduring hardship; it is about emerging stronger and wiser.

My professional journey has been a tapestry of experiences, each thread contributing to the rich fabric of my career. I hope this book serves as a source of inspiration and guidance for those embarking on their own professional journeys. Remember that success is not only about reaching the destination, but also about the lessons learned and the growth achieved along the way.

Passing on my knowledge to the younger generation is both a responsibility and a privilege. It is not only about sharing the technical skills and expertise I have acquired, but also about passing on the values and principles that have guided me. Through mentoring and teaching, I help to shape future humanitarian leaders and ensure that they are well equipped to meet the challenges ahead. It is about fostering a culture of curiosity, encouraging continuous learning, and inspiring them to think critically and creatively. Ultimately, it is about empowering the next generation to build on achievements and drive progress in ways I can only imagine.

Motivation

A humanitarian manager motivated by Christian values is inspired by the teachings of Jesus Christ and the principles found in the Bible.

Central to Christian motivation is the commandment to love one's neighbor as oneself. This drives humanitarian leaders to show compassion and empathy for those in need, and to strive to alleviate suffering and improve the well-being of others.

Jesus' example of serving others, even to the point of sacrificing his own life, inspires Christian humanitarian managers to put the needs of others before their own. They often see their work as a form of service to God and humanity.

The Bible emphasizes justice and care for the marginalized and oppressed. Christian humanitarian managers are motivated to advocate for social justice, ensuring that resources and opportunities are fairly distributed and that the rights of the vulnerable are protected.

Christians believe in being good stewards of the resources and talents given to them. This means managing resources wisely and ethically and ensuring that aid and assistance are used effectively for the benefit of those in need.

Christian humanitarian managers often have a strong sense of hope and faith, believing that their efforts can make a positive difference in the world. This faith can provide resilience and perseverance in the face of challenges and setbacks.

The Christian concept of community encourages the building of strong, supportive communities. Humanitarian leaders motivated by this value work to promote cooperation and unity among diverse groups, fostering a sense of belonging and mutual support.

The Flow Theory

Mihaly Csikszentmihalyi (1934–2021) was a Hungarian-American psychologist who is best known for his research on flow.

According to his Flow Theory, this state involves deep immersion and engagement in an activity, resulting in a person feeling fully absorbed, energized and focused. This state, often referred to as being 'in the zone', occurs when the challenge of a task is perfectly balanced with one's skill level.

Key characteristics of flow are:

Complete concentration: The individual is fully focused on the task at hand.

Clear goals: The activity has a clear purpose and direction.

Immediate feedback: The person receives instant feedback on their performance.

Loss of self-consciousness: The individual becomes so engrossed that they forget about themselves and external distractions.

Sense of control: There is a feeling of mastery over the task.

Time distortion: Time may seem to pass quickly or slowly.

Intrinsic motivation: The activity is rewarding in itself rather than being driven by external rewards.

Flow can be experienced in humanitarian work. Achieving this state can lead to great happiness and fulfilment in life.

Human Resources

Human Resources is a vital part of any organization. You manage your organization's most valuable asset: people. In managing your people, you play a critical role and contribute to the overall success and growth of the business.

You hire people for the expertise they bring to the organization. So, listen to them.

Maintaining positive employee relations is a key function. This includes addressing employee grievances, resolving conflicts and promoting a healthy working environment. You must ensure that the organization complies with labor laws and regulations, protecting both the rights of employees and the interests of the organization.

As you nurture your spiritual life each day, take time each morning to pray. Take time to pray for your co-workers. Mention them by name. Mention their spouses by name and their children by name. Ask God to bless them.

Send them a Christmas/New Year's card. Tell them how much you appreciate their efforts. Mention the challenges they faced during the year that has just ended. Write some encouraging words. A handwritten note with a fountain pen will have the most impact.

You need to attract, recruit, and retain talented people. This includes writing job descriptions, advertising vacancies, conducting interviews, and selecting the best candidates. Effective recruitment ensures that the organization has the right people in the right positions, which is essential to achieving business goals.

You are responsible for designing and administering compensation and benefits programs. This includes determining salary structures, administering benefits such as health insurance and retirement plans, and ensuring competitive and fair compensation practices. A well-structured compensation and benefits package is essential to attract and retain top talent.

By working on initiatives that improve the overall efficiency and effectiveness of the business, Human Resources Management plays a strategic role in organizational development. This includes workforce planning, succession planning and implementing change management strategies. HR helps shape the culture of the organization and ensures that it is aligned with the long-term goals of the business.

Ultimately, human resources contribute to the success of your organization. By effectively managing recruitment, training, performance, employee relations, compensation, and organizational development, you help create a productive, motivated and satisfied workforce that drives the business forward.

Information flow in the office

As your team grows, organize a monthly team meeting. Keep your staff informed about the projects being implemented and the crucial issues facing the country office. Make sure your office is well organized. Listen to your staff.

Also have a weekly debriefing with your key staff.

The flow of information is especially important to create ownership among your staff.

Make sure you have an annual debriefing with all your staff.

Administrative Assistants

While traditional secretaries focus on clerical tasks such as typing, filing and answering the phone, administrative assistants perform a wider range of tasks.

An administrative assistant plays a crucial role in ensuring the smooth running of an office or organization. They deal with day-to-day administrative tasks such as managing diaries, organizing meetings and maintaining office supplies. Administrative Assistants are often the first point of contact for partners and visitors, answering phone calls, responding to emails and directing enquiries to the appropriate person. They are responsible for preparing, editing and filing documents, reports and presentations. Provide support for other staff, including senior managers, by handling travel arrangements, expense claims and other logistical tasks. They coordinate events, meetings and projects, ensuring that everything runs smoothly, and deadlines are met. An administrative assistant is essential to maintain organization and efficiency in the workplace.

Effective communication between the CEO and the administrative assistant is vital to the smooth running of an organization.

A regular briefing between the CEO and the Administrative Assistant is crucial to the smooth running of the office. It is important that the administrative assistant is aware of all the issues and, conversely, that the CEO is aware of the day-to-day issues that the administrative assistant faces. The administrative assistant should be able to answer questions that arise in the CEO's absence, especially when the CEO is travelling and cannot be reached by phone or email. I used to sit down with my administrative assistant every Monday when I was in the office. There should be no time pressure. Ask about each other's well-being. Take time to listen to each other. Learn from each other. Meet at eye level. Have a respectful, collegial relationship.

Volunteers

In today's competitive job market, finding the right talent can be a challenge for many organizations. One effective strategy that companies are increasingly turning to is the recruitment of volunteers. This approach not only helps to identify potential talent but also offers numerous benefits to both the organization and the volunteers themselves.

Recruiting volunteers allows organizations to build a pipeline of potential future employees. Volunteers often start with a genuine interest in the organization’s mission and values, making them more likely to be passionate and committed employees. By observing volunteers in action, employers can assess their skills, work ethic and cultural fitness before offering them a permanent position.

Recruiting new staff can be an expensive process, with costs associated with advertising, recruitment agencies and training. Using volunteers as a source of junior staff can significantly reduce these costs. Volunteers are usually unpaid or receive minimal compensation, allowing organizations to allocate resources more efficiently.

Volunteering provides valuable opportunities for individuals to develop and hone their skills. For many, it is a steppingstone to their desired career path. Organizations can provide training and mentoring to volunteers, helping them to gain the experience needed for junior roles. This mutually beneficial arrangement ensures that volunteers are well prepared for future employment within the company.

Volunteers often bring a wide range of skills and experience. This diversity can be particularly valuable to organizations looking to fill junior positions that require adaptability and a willingness to learn. Volunteers are typically eager to take on new challenges and responsibilities, making them ideal candidates for dynamic and evolving positions.

In conclusion, recruiting volunteers as a source of junior staff offers many benefits to organizations. It is a cost-effective way to build a talent pipeline, develop skills, enhance corporate culture and demonstrate corporate social responsibility. By recognizing the potential of volunteers, organizations can find committed and passionate young people who are ready to contribute to their success.

Example of a volunteer program

Preferred professions with at least 2 years of experience:

Project directors

Finance officers, Accountants

Business Administrators

Medical Doctors

Nurses

Agricultural Engineers

Construction Engineers

Other professions according to needs

Length of the assignments:

2 years + (long-term for professionals)

1 year (short-term for professionals)

Internship (try and hire)

3 months+

2 months

Special assignments

Professional member of the Emergency Response Team

Language Skills:

English

French

Portuguese

Spanish

Financial compensation:

Long-term assignments, special assignments for professionals and for members of the Emergency Response Team:

Monthly salary (13x / year) EUR xxx

Contribution to the retirement fund in accordance with the laws of the sending organization

Paid transportation such as air tickets etc.

Free accommodation at the place of work.

Vaccinations

Preparation courses

75% of the health insurance premium

Accidental death and dismemberment insurance

Short-term assignments for professionals:

Monthly pocket money of EUR xxx

Contribution to the retirement fund in accordance with the laws of the sending organization

Paid transportation such as air ticket etc.

Free accommodation at the place of work

Vaccinations

Preparation courses

75% of the health insurance premium

Accidental death and dismemberment insurance

Internships and Try and Hire

Pocket money of EUR xxx

Accommodation and meals

Please note that all other costs such as contributions to retirement funds, vaccinations, health insurance and accident insurance

Special assignments are negotiated on a case-by-case basis.

In any case, a contract will have to be signed between the volunteer, the sending organization and the host organization.

Supporting- and Implementing Offices?

Cooperation between the support office and the implementing office, or vice versa, is essential for the development and training of the next generation of humanitarian workers. It must be made clear that the supporting office does not support the implementing office. It is the other way round. The implementing office provides a platform for young people to take their first steps in the humanitarian sector. In other words, it becomes a Supporting Office.

Fundraising for Volunteers

The sending office provides promotional material for the project in which the volunteer will participate. The volunteer will then promote and raise funds for "his/her" project among friends and family. It must be stipulated in the contract that the volunteer will not raise funds for his/her own pocket before, during and after the assignment.

A volunteer's employment should not depend on the amount of money raised. The sending and receiving offices will have to fit the project into their budgets. The funds raised by the volunteers will provide additional support to the sending office. It will also help to increase the private donor base.

Every humanitarian organization should invest money in the development of junior staff.

Briefing and Debriefing

Briefing:

Job description:

Country

Place of work

Tasks

Dates:

Preparation

Departure

Deployment

Return

Preparation:

Medical certificate (medical specialist)

Constitutional and character suitability

Language

Specialist training

Preparatory course

Visa

Vaccinations: Yellow fever, polio, tetanus, typhoid, hepatitis A, malaria, meningitis A + C

Introduction on site

Equipment:

Personal items

Clothing

Household items

Water filters

Professional equipment

Vehicle

Supervision:

Annual review

Activity report

Photos

Financial matters: