Entrepreneurship in the territories: is it the right time?
JOB SUMMARY
Assists and facilitates the affairs of the Executive Director and manages the internal and external relationships of the Executive Office.
PRINCIPAL DUTIES AND RESPONSIBILITIES
A. Board / ExCom / Special Committee Coordination
- Ensures the smooth conduct of Board and Executive Committee meetings
- Prepares the Board of Trustees (BOT) and Executive Committee (ExCom) calendar of meetings
- Coordinates with directors, managers and concerned staff for Board/Excom agenda, reports, detailed information, and materials
- Consolidates monthly institutional performance and reviews all documents for accuracy of reports
- Edits and writes reports and other materials
- Does basic financial analysis of institutional financial performance
- Formats the materials and prepares the final manuscript for the Board/Excom meeting
- Transcribes proceedings and prepares minutes of meetings
- Works closely with the ED, and ensures that the ED’s instructions are carried out on time. Attends to Board-related concerns with staff and external publics (local and international). Facilitates correspondence of ED with the Board. Assists the ED with the Annual Board elections and reconstitution of the Board special committees.
- Coordinates occasional Board activities for resource mobilization, special events, meetings with donors, promotional meetings, annual membership meetings (including participation in the regional membership meetings) and periodic strategic planning. Prepares talking points or speeches, program flow, and presentation materials.
B. Institutional Coordination
- Annual Membership Meeting (AMM). Coordinates with Corporate Affairs and the Relationship Management Officers on the theme, venue, and logistical preparation for the AMM.
- Annual Report. Prepares the List of Projects for the Annual Report. Contributes to the development of the theme and content for the Annual Report, ensuring that the Trustees' contributions to/involvements in PBSP are mentioned in the report.
- Assists in planning and coordinating Strategic and Annual Planning Exercises (including Technical Staff Conferences, when these are organized).
- Documents, consolidates, and disseminates the agreements during the planning process.
- Coordinates the conduct of the quarterly Management Team (ManTeam) meetings. Keeps minutes of the meetings and follows-up agreements.
- Coordinates the conduct of the quarterly Management Committee (ManCom) meetings. Keeps minutes of the meetings and follows-up agreements.
- Maintains institutional systems essential to the Executive Office’s management of the Organization in coordination with concerned units (i.e. project approval and recording system, and other MIS).
- Provides advice to managers/staff on matters or procedures pertinent to the affairs of the ED, as requested.
- Provides an open communication line between the ED and staff. Provides feedback to and from the ED on staff concerns.
C. Technical Support to the ED
- Researches, develops and writes case studies and materials of PBSP experiences for institutional publications, institutional presentations, training, and other purposes.
- Accomplishes or facilitates various correspondence of the ED; prepares necessary information relevant to the same for the ED’s consideration as needed.
- Attends to other business as instructed by the ED.
- Accomplishes survey forms about PBSP, and drafts Secretary’s Certificates.
- Provides technical support/research assistance for project proposal development/donor relations management/partnership building, as requested by the Executive Office.
- Prepares the EO’s annual plan and budget and monitors its accomplishment.
