His Highness Prince Aga Khan Shia Imami Council for Australia & New Zeland has opened the following position:
Executive Officer (EO)
Location: Sydney, Australia
SUMMARY PROFILE
Reporting to the Vice President of the National Council, the EO will take the responsibility for maintaining and managing an efficient and effective secretariat to support the following functions and responsibilities.
We are seeking a strong people manager with strategic thinking capabilities and a diligent approach to managing operations who is self-driven and passionate about a career dedicated to working for the institutions of the Imamat.
GENERAL RESPONSIBILITIES
1. Administration & Support: Responsible and accountable to the National Council, through the President and the Vice President, for the planning, organization, management, implementation, control, and administration of the Council’s operations in keeping with direction from the Department of Jamati Institutions (DJI). Accountable to the Vice President, for all operations of the Council and JamatKhana. Serve as a thought partner with the President and Vice President on the strategic direction and management of the National Council.
2. Programmatic Oversight: Work with the National Council Members, Boards (AKYSB & AKEB), professional personnel and volunteers to design, implement and improve all National Council programmatic activities.
3. Performance monitoring: Monitor performance of all activities governed by the National Council to ensure activities are on schedule, within the approved budget and aligned with set objectives and strategies. Apprise the National Council Executive of all such activities, including any variances, and follow-up on feedback to ensure performance is on track as planned. Provide to the Vice President corrective actions to be taken to ensure activities are within the set objectives and strategies
4. Human Resource Management: Responsible for management of professional and administrative personnel of the National Council, in accordance with authorized policies and procedures. Support and enable Board Chairmen, portfolio leads, council members and mid-level management to succeed in their responsibilities while enjoying their service experience.
5. Institutional collaboration: Facilitate communications and collaboration with and among all Jamati Institutions and AKDN institutions to address the needs of the collective institutions and the goals of the Council. Establish liaison and good rapport with ITREB, CAB, and GRB and ensure that the Council and its sub institutions duly comply with all their requirements.
6. Community and Public Relations: Contribute on strategic policy issues, Jamati needs, Jamati perceptions, while exercising such executive functions and authorities as may be delegated by the Council Executive from time to time. Ensure that the National Council and its affiliated institutions’ mission and services are consistently presented in strong, positive image to relevant stakeholders.
7. Finance: Oversee the annual budget process by working closely with the Finance Officer (FO) who is accountable for finance for the National Councils and the Operations Manager (OM) who works with the EO to oversee the effective implementation of all aspects of the Council’s operations. Manage financial resources within the budgetary guidelines and in accordance with current laws and regulations.
8. Financial, Tax, Risk and Facilities Management: Ensure that the National Council fulfils its constitutional, regulatory and legal obligations, while taking appropriate steps to identify and mitigate potential areas of risk to protect the Jamati Institutions.
9. Fundraising: Contribute to fundraising planning and implementation, including identifying resource requirements, establishing strategies, submitting proposals and administering fundraising records and documentation.
SPECIFIC DUTIES
1. Short- and Long-Term Planning, Programming, and Budgeting:
a. Coordinate preparation of the annual objectives and strategies (O&S) of the Council, Boards and its Portfolios, together with the budgets consistent with the ten-year strategic plans and ensure their implementation, monitoring, and reporting.
b. Analyze and consolidate the budgets of the Council in collaboration with the FO and OM and its portfolios for submission to GRB, ensuring the implementation and monitoring of such O&S and budgets.
c. Prepare, monitor, and coordinate, through appropriate channels, all major programs, projects, and activities of the Council, Boards and its portfolios in the areas of social governance, Jamatkhana development, and institutional strengthening. Proactive in monitoring on performance and recommend corrective action
d. Ensure, in collaboration with the OM, that all legal and statutory requirements of the Council are duly fulfilled and complied with, and identify and mitigate risks facing the Jamat and institutions.
2. Human Resource Management:
a. Exercise general supervision over all staff throughout the country and address all aspects of human resource development including matters of compensation and benefits.
b. Support with recruitment, training, development, evaluation, promotion, and dismissal for the staff.
c. Advise on the proper deployment of staff at Secretariat so that the work programs of the Council are conducted effectively and efficiently through clearly established policies and procedures.
d. Conduct periodic staff meetings among staff of the national and local secretariats to seek out ways of improving institutional effectiveness and efficiency
e. Support and enable Board Chairmen, portfolio leads, council members and mid-level management to succeed in their responsibilities while enjoying their service experience.
3. Jamatkhana Planning, Development, and Management:
a. Coordinate the planning and development, including fundraising, of Jamatkhana projects over the short- and long-term.
b. Monitor the development and financial aspects of Jamatkhana projects under implementation, as well as review of post completion reports.
c. Maintain up-to-date records for all leasehold and freehold Jamatkhanas and monitor expiration of leases. Ensure all properties are in compliance with local laws.
4. Financial Resource Management Oversight:
a. Maintain financial control with assistance of the FO and OM and discipline over the Council's finances, including all expenditures and funding for programmatic, operating, and capital investments. Control all fixed assets of the Council and ensure their regular maintenance. Manage and coordinate all fundraising activities.
b. Support regular rigorous analysis of the financial status of all programmatic, operating, and capital investments.
5. Information Resource Management:
a. Collaborate with the Council and Boards (ITREB, AKYSB & AKEB) and its sub institutions on the short- and long-term management information and reporting needs in the areas of social governance, Jamatkhana development, and institutional strengthening.
b. Contribute on the design and use of management databases and reports for use by the Council and its subinstitutions, including rigorous data analysis.
c. Formulate and update, periodically, a strategic information system plan for the Council and its subinstitutions.
d. Recommend the judicious acquisition and implementation of computer and telecommunications hardware and software.
e. Manage and analyze information across institutions and programs to be able to help the Council formulate strategies and policies.
6. General Management and Administration:
a. Assist the President, Vice President and the Council in ensuring smooth and efficient operation of all the functions of the Council.
b. Undertake such other duties and responsibilities as may be required by the President, Vice President or the Council from time to time.
c. Travel across the country (including NZ) from time to time to monitor various projects being implemented by the Council and its subinstitutions.
d. Ensure confidentiality of sensitive matters relating to the Council and its operations and safeguard all documents, files and records of the Council and Boards.
e. Develop management and operations policies and procedures of various functions, activities, and programs of the Council.
f. Execute the decisions of the Council and ensure implementation of established policies.
g. Plan and coordinate institutional meetings, proposing agendas reflecting issues, opportunities and priorities; maintain appropriate records of all meetings of the Councils and of any of its task forces, or committees including follow-up items.
h. Ensure that the programs and activities of the Council and its subinstitutions are at all times directed to the achievement of approved objectives and within the Ismaili Constitution.
i. Facilitate collaboration with and among all Jamati Institutions and AKDN institutions to address the needs of the collective institutions and the goals of the Council. Establish liaison and good rapport with ITREB, CAB, and GRB and ensure that the Council and its sub institutions duly comply with all their requirements.
j. Work closely with Jamati institutions worldwide and Apex institutions within the Aga Khan Development Network, as required
k. Prepare such technical papers, proposals, and reports as the Council may direct from time to time.
l. Organize and manage all incoming and outgoing correspondence with due efficiency and care.
REQUIREMENTS
Professional Experience: Progressively responsible management experience, of at least 7-10 years in a large/medium size organization, preferably in the Australian, New Zealand, North American or Western Europe corporate and/or non-profit environment. Jamati institutional and volunteer experience would be a significant asset.
Technical Skills: Proven track record as a manager in a complex organization, with an ability to assist managing multiple stakeholders. Successful track record in management of capital projects; arranging preparation of annual audits. Strong problem solving, communication, organizational and analytical skills. Proven ability to effectively manage multiple responsibilities as well as to collaborate closely with teams of professionals and volunteers. Ability to liaise with Jamati and Imamat Institutions (within and outside Australia & New Zealand) as well as with external corporate, government, community, and academic organizations. Demonstrated capability to carry out risk management processes, which command internal and external support and have led to development of policy and decision-making.
Academic Credentials: Bachelor's degree from a recognized international university, preferably in management. Master's degree would be preferable.
Language Proficiency: Must have excellent verbal and written communication skills, includingstrong oral presentation skills in English. The ability to communicate in Hindi / Gujarati will be an asset.
Disposition: Candidate should be personally committed to the substance of the Imamat Institutions’ mission and values, and the ethics it reflects; possess an understanding and appreciation of Jamati institutional processes, including the understanding of working within the voluntary leadership; ideally, should have a good understanding of the ANZ & PNG Jamat; must have a strong desire to make substantial contribution to the progress of the Jamat and its institutions in Australia & New Zealand. Candidate should have the ability to deal with confidential matters discreetly, approach executive responsibilities with the highest degree of personal and professional integrity, empathy and sensitivity.
Travel: Candidate will be required to do extensive domestic (including NZ) travel and have flexible workweek, including working evenings and weekends.
Interested candidates are invited to send a copy of their CV along with a Cover Letter to [email protected] prior to the application deadline of May 9th, 2020.
