Governance and Executive Associate

Job description

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith. Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories! Employee Contract Type: Local - Fixed Term Employee (Fixed Term) Job Description: MAJOR RESPONSIBILITES Advisory Council (AC) Governance Processes Support: 25% of time Prepare the ND’s Quarterly Ministry Updates report to the AC. Organize AC meetings and ensure that proper records are taken and safe keeping of the minutes of WVI-SL AC meetings including managing the National Office Global Governance database. Manage the AC meeting plans and ensure follow up of AC meeting action plans. Organize AC committee meetings to ensure their link with the AC meeting is strategic as per the AC work plan and follow up on management action points arising from these meetings. Coordinate AC recruitment and orientation of new members in consultation with Governance and Nominating Committee. Coordinate capacity building initiatives on governance for the AC and senior leadership Provide advice and guidelines to the AC on their duties and responsibilities and of matters of ethics and good governance Manage and plan for AC field trips to the WVI-SL project sites to help deepen AC members understanding of WV’s ministry Prepare AC and committee work plans in consultation with the AC committees Chairs and the ND for AC approval; and monitor the implementation thereof in conjunction with the Governance and Nominating Committee Serve as a support staff to the Governance and Nominations Committee. Advisory Council Legal Responsibilities: 5% of time Manage the process of calling and holding of extraordinary meetings as provided by the WVISL AC policy guidelines Responsible for statutory compliance and completing relevant requirements for WVI-SL according to Sierra Leone Coordinate the succession planning in conjunction with the AC Chair and Governance and Nominating Committee WVI Partnership Requirements Compliance: 15% of time Prepare Partnership reports that may be deemed necessary for the purpose of WVISL accountability. Ensure AC members are updated; given guidance and access to Partnership Policies. Further, establish that WV new Partnership policies are owned, contextualized, implemented and monitored by the National Office. Coordinate NO Peer Review sessions in conjunction with the Peer Review Office and prepare the National Office Action Plan on implementation of the Peer Review Report recommendations. Further, follow up on the implementation of the recommendations to ensure WVI-SL’s compliance. In conjunction with the Governance and Nominating Committee and the AC Chair, coordinate the annual AC Self Review, individual and peer AC effectiveness review processes, ensure that the learnings inform AC work plan and development processes. With the AC, undertake periodic review of the AC policy guidelines and prepare appropriate Governance guidelines when WVI-SL is granted Intermediate Board Status. Support to the National Director: 25% of time Organize and record proceedings of key meetings and coordinate follow-up processes on outstanding issues. Manage ND’s calendar, appointments, and coordinate meetings, conferences etc. Ensure efficient records management. Administratively organize and arrange key ND’s events including all logistics. Make bookings for ND’s international travel and ensure all accompanying logistics are efficiently managed. Manage ND’s correspondence and determine actions to be taken in consultation with the ND ensuring confidentiality. Oversee efficient and effective functioning of the ND’s Office including but not limited to approvals of routine expenses, departmental expenditure analysis, group strategic meetings management, provision of front desk services for ND’s office and management of fixed assets. Monitor office supplies and research advantageous deals or suppliers. External relations: 15% of time Keep records and update Government, donors, partners key contacts details. Prepare ND appointments/meetings with Government officials, donors representatives, heads of agencies and others partner organizations. Ensure valid membership of WVISL to SLANGO (Sierra Leone Association of NGOs) and INGO (International NGOs) Forum. Ensure availability of impacts communication materials in NDs office for visitors and for his/her external engagements. Work with the organizing Department/Unit/Provincial Office/cluster/project and Communications Manager in preparing ahead of time NDs statement/speech to any function where he/she will be invited to address participants. Reporting & initiatives: 10% of time Prepare high quality Monthly Management Report (MMR) of WVISL for onward transmission by the ND to WARO. Work with Integrated Programs, Resources Development and Management, Communications and Supply Chain Departments to ensure timely production and distribution of WVISL annual reports, calendars…. Support any special initiatives in the office of the National Director (ND) Other: 5% of time Any other duty as assigned by the supervisor or Designee Attend and participate in devotional life of the organization such as chapel and devotions. KNOWLEDGE/QUALIFICATIONS FOR THE ROLE Required Professional Experience At least 3-5 years’ experience in corporate governance, organizational development and/or strategy management Minimum 3-5 years of experience working in an international NGO with a strong understanding of administrative systems and Executive support, secretarial, protocols, etc. Excellent confidential information management skills Experience in establishing effective partnerships and networks. Must be a committed Christian who is able to stand above denominational and cultural diversity challenges; Ability to demonstrate high degree of professionalism in a rapidly changing environment. Strong leadership skills with ability to positively influence others to support strategic initiatives. Commitment to continuous learning and willingness to keep abreast of new developments in the field of development. Excellent communication and interpersonal skills. Analytical and critical thinker with ability to work with tight deadlines and handle multiple concurrent projects. Team player, with respect for diversity in multicultural environment. The position requires proactivity, self-management, tact, diplomacy, discretion, and confidentiality on a wide variety of complex and sensitive issues. Required Education, training, license, registration, and certification Bachelor of Law, Social Sciences, Business Management, or Organizational Development or any other appropriate field. Preferred Knowledge and Qualifications Master of Law, Social Sciences, Business Management, or Organizational Development or any other appropriate field. 5 years of experience working in an international NGO with a strong understanding of administrative systems and Executive support, secretarial, protocols, etc. Travel and/or Work Environment Requirement Travel required: domestic up to 10% with occasional international travel as required. Office based environment with up to 10% travel to the field. Language Requirements English Applicant Types Accepted: Local Applicants Only