Recruitment: Executive Officer

JOB DESCRIPTION 

The Executive Officer (EO) is the senior-most member of the ITREB’s staff. Under the supervision of the Board, he/she plays a leadership role in assisting the ITREB to fulfil its Constitutional mandate to provide religious education to all levels of the Jamat, train and upgrade religious education teachers and waezeen, engage in research, prepare materials and publications, be a point of reference and consultation for Mukhi/Kamadia in matters of religious practices, and to work in close collaboration with the Institute of Ismaili Studies (IIS). 

He/she is responsible for directing the ITREB’s administrative, academic and programme staff, and driving the implementation of its programmes and activities to achieve its strategic goals, in keeping with the guidance of the Imam-of-the-Time and with the goal of making the ITREB an organization that applies best practices in all aspects of its work. He / she oversees the interface between the volunteers and staff, and manages its operations, secretariat and staff at the national and local levels. 

The EO is also responsible for HR & talent management and is responsible for their performance and professional development.  As a leader, the EO inspires and motivates staff in order that they are selfdriven, high performing individuals.

The Executive Officer reports to the ITREB’s Chairman. 

The position is based at Lisbon, Portugal. 

KEY DUTIES AND RESPONSIBILITIES 

1. Coordinate the development of the ITREB’s strategic plans and their translation into programmes and activities, operational plans, budgets and performance metrics. 
2. Lead the preparation of the annual objectives, strategies and budgets. 
3. Monitor the implementation of the annual operating plans across the various portfolios and areas of activity. Evaluate their impact and make recommendations, as appropriate. Propose and take corrective actions in case of slippage or under-performance. Responsible for ensuring that the approved budgets are adhered to. 
4. Manage the performance, vigorously, of the ITREB’s programmes and activities to attain targets and benchmarks of quality and access, especially relating to the provision of religious education to various segments of the Jamat. Successful oversight and implementation of STEP is particularly important. 
5. Oversee the management and financial systems to ensure the accuracy, timeliness and quality of information. Prepare regular and annual reports for the Board and for onward transmission. 
6. Analyse the Board’s programmes, activities and performance to identify gaps and opportunities, and make recommendations as appropriate. Ensure the periodic evaluation of key programmes. 
7. Stay abreast of external and internal issues and trends that may potentially impact the work of the Board and the Jamat (e.g., ethics / bioethics, secularization, education practices, teaching of RE, social media, regulatory context for faith communities, etc.). 
8. Draw on the expertise of TKN volunteers and other experts, as required. 
9. Ensure that the Board’s organizational structure and staff deployment are streamlined, effective, and aligned with its priorities. Lead, inspire and motivate staff in order that they perform to their best capacities. Foster a positive and productive work environment. Ensure the implementation of human resource policies (e.g., staff recruitment, performance appraisal, succession planning, code of conduct). Make recommendations concerning recruitment, deployment, and/or replacement of staff. Encourage the continuing professional development of staff. 
10. Ensure adherence to financial policies and procedures (i.e., financial discipline, accountability, cost management, record-keeping, transactions, procurement, asset and inventory management). 
11. Organize and participate in Board meetings. Ensure timely preparation and circulation of meeting agendas and minutes, and follow-up on Board decisions and on matters that arise. 
12. Work collaboratively with the National Council and Central Institutions to achieve strategic, programmatic and administrative synergies, especially in ECD, youth development, and aspects of the Council’s outreach agenda in which ITREB input is required. 
13. Serve as the point of liaison the Grants and Review Board on financial, statutory and audit- related matters. 
14. Support the liaison between the Board and the Mukhi / Kamadia. 
15. Develop and sustain relationships with the Department of Jamati Institutions, the Institute of Ismaili Studies, AKDN agencies in-country, ITREBs in the region and internationally. 
16. Serve as the institutional memory and the point of reference for the continuity of the ITREB’s work.
17. Coordinate the transition / handover process from one leadership team to the next. 
18. Ensure the timeliness and quality of the Board’s communications to its stakeholders. 
19. Make proposals concerning his / her own continuing professional development. 
20. Undertake assignments and duties as directed by the Chairman and/or Honorary Secretary. 

PROFILE: QUALIFICATIONS, EXPERIENCE AND ATTRIBUTES 

The EO acts in a leadership capacity to the professional and voluntary staff and is a representative of ITREB Portugal. The candidate must have the necessary skills to take on this role and have the ability to implement ITREB strategic plans, lead cross-functional teams, inspire and develop ITREB staff and volunteers. The role requires strengths in critical thinking, problem resolution and analytical skills, as well as experience in modernization/digitization of organizations.  

The EO should be able to demonstrate experience in successfully managing individual talents and teams. He should also be able to promote great performance and positive morale, as well encourage and support the spirit of volunteerism within the Jamat. Acting as a leading professional role model, he should continually be able to improve his/her own skills, attitudes, and knowledge, and facilitate learning in others skills development.

The EO is responsible for seamless execution of major ITREB programs and hence, should be proficient in project management skills. The candidate should ideally have some experience leading high impact projects or programs.

The EO should oversee the day-to-day management of the business processes, to define its governance and report against performance, advising and implementing on processes continuous improvements. He/She will support the staff in ensuring all process and policy documentation is maintained to reflect best practice and the daily service operation.

The candidate should be a senior professional with 10 years of experience in management preferably in an education or non-profit context. He/she should have the skills and maturity to lead the Board’s professional staff and, from time to time, to represent the ITREB in various national and international fora. 

Experience with the Jamati system, either as a volunteer or professional, is highly desirable. Awareness of the provisions of the Constitution of Shia Imami Ismaili Muslims and prior exposure to the Jamati religious education system would be an asset but not a prerequisite. 

The role entails managing sensitive Jamati issues and situations that require maturity and sound judgment. The ideal candidate will be able to demonstrate competencies around using sound judgment in difficult decision-making situations and be sensitive to the needs of the Jamat. This role demands the highest standards of confidentiality.

A Master’s degree in management, business administration, education administration or related field is a minimum requirement. A background in education, Islamic Studies, humanities, HR management / organizational development and/or an accounting designation would be an asset. 

The following attributes and skills are essential: 

1. Familiarity with and empathy for the Jamat, including cultural diversity within the Jamat. 
2. Deep sense of responsibility, sound judgement and discretion. 
3. Good inter-personal skills in dealing with senior leaders, volunteers and staff in the system. 
4. Demonstrated experience in successfully managing teams, staff, and/or projects. 
5. Capacity to be effective through collaboration and teamwork. 
6. Well-organized, self-motivated, able to multi-task, pays attention to detail, a “can do” attitude and a problem-solving mindset. 
7. A track record of delivering projects and results within deadlines. Sensitivity to budgetary prudence and an entrepreneurial approach in optimizing the use of resources. 
8. Good analytic and financial skills. Comfort in working with financial information, budgets, non- financial metrics and their interpretation. 
9. Excellent written and verbal communication and presentation skills. An ability to articulate papers / reports that are concise and coherent. 
10. Comfort in working with computing, information and communication technology. 

A willingness to travel from time to time within the jurisdiction and internationally is necessary.

Excellent communication and fluency in English, including excellent verbal and writing skills is essential. For non-Portuguese speakers, it is expected that the candidate is willing to undergo through intensive training to master the Portuguese language in short-medium term.

Exposure to IIS trainings (IWTP, GPISH, STEP, Short-Courses, or others relevant Islamic studies trainings) will be an advantage.  

A competitive salary commensurate with the candidate's profile will be offered for this senior management position.  

Interested applicants should submit their résumé with a covering letter to the Honorary Secretary of ITREB Portugal at [email protected]. Deadline to apply is July 31st, 2021. 

NOTE: ONLY SHORT-LISTED CANDIDATES WILL BE CONTACTED.