Intern, Global Surge Capacity - IM and Register Management Support

The International Federation of Red Cross and Red Crescent Societies (IFRC) coordinates international assistance within the Red Cross and Red Crescent Movement during disasters and crises. To support effective and timely emergency response, the IFRC maintains a global Surge mechanism, which enables the rapid deployment of experienced personnel and specialized services to support National Societies and IFRC operations worldwide.

The Global Surge team, based in Geneva and Budapest, works in coordination with Regional Surge Teams across Africa, the Americas, Asia Pacific, Europe, and the Middle East and North Africa (MENA). The team manages key components of this mechanism, including the Rapid Response Register and the Rapid Response Management System (RRMS) — the centralized digital platform used to manage surge personnel, track deployments, and serve as the primary source of information for readiness, performance management, and operational reporting across the global surge network.

The IFRC Surge Strategic Plan 2024-2028 builds on the improvements and optimization processes undertaken over the past decade. It provides strategic orientation for IFRC Surge teams while supporting and guiding the wider membership in strengthening emergency response capacity.  The plan addresses persistent system challenges, consolidates recent progress, and anticipates emerging humanitarian trends to ensure the surge mechanism remains flexible and able to adapt to evolving operational needs.

The strategic plan harmonizes existing regional and global tools and is guided by overarching Surge Principles, including:

1. The Surge mechanism is part of a wider response system. It is accountable, fit for purpose, able to deploy the right people and services to the right place at the right time, as local as possible, as global as necessary.
2. Staff and volunteers have equal access to joining Surge networks. Members of Surge networks have equal access to deployment based on competences and availability. There are equitable opportunities for progression within the Surge mechanism, based on merit.
3. Roles, responsibilities, and procedures are clear, transparent, known, held in common and adhered to.
4. The Surge mechanism contributes to capacity building and support existing disaster preparedness initiatives.
5. Stakeholders commit to working together towards operational excellence where not achieved. The Surge mechanism will monitor quality, learn, and optimise.

As part of the IFRC’s commitment to youth engagement and professional development, the internship programme provides opportunities for students and recent graduates to gain practical experience within an international humanitarian organization. The internship is designed as a structured learning-by-doing experience, allowing participants to gain exposure to the Federation’s emergency response

system at the global level while developing professional skills related to the management of rapid response personnel and emergency deployments.

The Intern will support the Global Surge team in the management and maintenance of the Rapid Response Management System (RRMS) and in the coordination of information related to emergency deployments, events, and reporting.

The Intern will be physically based at the IFRC Asia Pacific Regional Office in Kuala Lumpur and will benefit from the support and learning environment of the regional team. However, the Intern will report directly to the Global Surge team and will primarily contribute to global surge initiatives and processes, working closely with colleagues in Geneva, Budapest, and across the five IFRC regions.

Key responsibilities will include supporting the consolidation and systematization of information related to global surge deployments, assisting with information management processes, and contributing to the organization of online and in-person meetings and events.

Internship objectives:

Through this internship, the Intern will:

• Gain understanding of the IFRC emergency response system and the functioning of the global surge mechanism.
• Develop experience working in an international environment and coordinating with colleagues across the IFRC’s five regions (Africa, Asia Pacific, Americas, MENA, and Europe).
• Strengthen skills in data systematization and information management, including data collection, analysis, visualization, and reporting.
• Develop an understanding of human resource planning in emergency operations, including deployment cycles and workforce management in humanitarian responses.

Information Management:

• Consolidate and analyse data related to IFRC surge tools and deployments, supporting reporting to National Societies, donors, and other stakeholders.
• Contribute to the preparation of the annual Global Surge report and other analytical products, including deployment statistics and surge capacity analysis.
• Support the collection, validation, and analysis of quantitative and qualitative data, including historical data from IFRC operations where surge personnel have been deployed.
• Contribute to the development of data visualizations, infographics, and other information products to support communication and dissemination of surge data across the IFRC network.
• Identify opportunities to strengthen data management, reporting, and information processes within the Global Surge system, including supporting data entry, validation, and system improvements where required.

Register and RRMS Management Support:

• Support the maintenance and ongoing development of the Rapid Response Management System (RRMS) as the central database of the IFRC Global Surge mechanism.
• Ensure that information related to rapid response personnel, deployments, training, and learning activities is accurate and regularly updated in the system.
• Contribute to the testing and development of new RRMS features and system improvements, including identifying inefficiencies and proposing enhancements.
• Provide basic user support and contribute to the development of guidance materials to promote the effective use of RRMS across the network.
• Support the preparation of surge reports and statistics, including regular reporting based on data extracted from RRMS.

Operations Support:

• Support Rapid Response and Emergency Response Unit mobilization processes, including assisting Surge Officers with deployment coordination.
• Assist in the dissemination of Alerts and Deployment Messages during surge mobilizations.
• Support the preparation of deployment documentation, including Terms of Reference, security briefings, staff health advice, and other relevant materials.
• Coordinate with HR and relevant teams to facilitate administrative requirements for deployments, including the creation of mailboxes.

Administrative support: 

• Assist with the organization of teleconferences, meetings, and travel arrangements, as well as other related administrative processes.
• Support meetings organized by the Global Surge team, including notetaking, preparation of summaries, documentation of agreements, and tracking of action points.
• Provide inputs and administrative support for reports prepared for internal and external stakeholders.
• Support the organization of Global Surge Working Group meetings and other coordination meetings (virtual and in-person).
• Assist in coordinating membership engagement initiatives such as webinars and learning series, including scheduling sessions, liaising with speakers, and sharing relevant materials.
• Contribute to communication products related to surge, including announcements, newsletters, website updates, and intranet posts.
• Support of report writing and assist the Global Surge Desk in the preparation of funding proposals and management of reports.

Required

A university degree (or currently completing a degree) in Computer Science, Information Management, Data Science, Geography, Informatics, or a related field, or equivalent relevant academic or professional background.

Preferred

Additional certification, training, coursework, or professional qualification in data management, data visualization, or information systems.

Required

• Basic experience with data visualization and analysis, including the use of tools such as Power BI, Excel, or similar platforms to produce dashboards, charts, or infographics.
• Familiarity with data collection tools, such as KoBo Toolbox or similar mobile data collection platforms.
• Proficiency in Microsoft Office applications, particularly Excel.

Preferred

• Basic knowledge of web technologies or database systems is an asset.
• Familiarity with online collaboration and facilitation tools, such as MS Teams, Zoom, Miro, Mentimeter, or similar platforms.

Knowledge and Skills

• Strong communication and interpersonal skills, with the ability to collaborate effectively with colleagues from diverse cultural and professional backgrounds.
• Strong analytical and organizational skills, including attention to detail when working with data and information systems.
• Demonstrated willingness to learn, adapt, and take initiative in a dynamic working environment.
• Ability to work both independently and as part of a multicultural team.
• Good digital literacy and ability to work with common office software and online collaboration tools.

Languages

• Fluency in spoken and written English required.
• Knowledge of another IFRC official language (French, Spanish, or Arabic) is an asset.

Competencies

Values: Respect for diversity; Integrity; Professionalism; Accountability.

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National Society and customer relations; Creativity and innovation; Building trust.

Employment Conditions and Duration

Office-based internship at the IFRC Asia Pacific Regional Office, Kuala Lumpur.

Duration: 6 months.

Immediate Supervisor

Senior Officer, Global Surge - Sabrina Desroches
Disaster, Climate and Crisis Department, IFRC Geneva