Executive Secretary at AJPRODHO-JIJUKIRWA: (Deadline 24 December 2021)

Executive Secretary at AJPRODHO-JIJUKIRWA: (Deadline 24 December 2021)

Recruitment Terms of Reference

AJPRODHO – JIJUKIRWA, “Association de la Jeunesse pour la Promotion des Droits de L’Homme et le Développement,” is a non-profit organization working in Rwanda since 1997 to promote human rights protection and improve the situation of youth and women through research, advocacy, economic empowerment and civil society strengthening initiatives.

Position: Executive Secretary

Reports to: The President of AJPRODHO-JIJUKIRWA Administrative Council

Duty Station: Kigali

Contract duration:  Open-ended contract

Starting date: 1^st January 2022

Date of Publication: 10^th December, 2021

SCOPE OF WORK

The Executive Secretary is the Implementing arm of the AJPRODHO-JIJUKIRWA’s Administrative Council, responsible for strategic leadership and oversight of AJPRODHO-JIJUKIRWA operations, including program direction, organizational strategy development, program quality, innovation and impact, resource acquisition and financial sustainability, Human Resources, and talent development, financial and organization’s assets stewardship, and administrative operations in the organization’s youth development agenda and Human Rights promotion;

The Executive Secretary plays the leading role in managing the program and operations and continuously evolving them to become relevant, more effective and efficient, and innovative. S/he will function as the most senior representative of AJPRODHO-JIJUKIRWA staff and is accountable to ensure its positive profile and reputation with stakeholders are strong and reflect organizational Values, Operating Principles, and Mission. The Executive Secretary is the interlocutor connecting global priorities with Rwandan and organizational specific objectives and interventions. S/He is expected to work in close consultation and coordination with the organization’s Administrative Council and other management organs, as well as staff teams and not-withstanding external stakeholders, to fulfil the duties/responsibilities of the position.

The concise short-mid and long term results to this positioning are illustrated by demonstrated strides of progress in achieving AJPRODHO’s strategy and growth, with vivid improvements in programs interventions, financial sustainability, and efficient resource management at all levels, and attaining a comparative advantage in the context of its focus of operations.

DUTIES AND RESPONSIBILITIES:

Strategy, Coordination, and Representation

• Lead the development and improvement and execution of the organizational strategic plan relevant to the local context but also reflecting global priorities in light of political, economic, and social development work context.
• Oversee program quality for AJPRODHO-JIJUKIRWA; oversee and stir quality execution of project activities, timely and quality completion of M&E processes adoption of efficient mechanized in line with availed program resources.
• Represents and acts as the key contact person with government and local authorities, donor agencies, other Civil Society Organizations, and other partners, At all times, the Executive Secretary is accountable to the benefactors and organization members
• He targets and initiates business partnerships and drives/promotes organizational opportunities in resource mobilization efforts.
• Drives the culture of the organization and ensures its endorsement by staff and stakeholders (like vendors) and oversees its (culture) adherence
• Responsible for guiding policy formulation, including and not limited to putting in place and improving operational policies and endorsing policy recommendations with support of AJPRODHO senior management team, staff, and Administrative Council
• Communicates to and keeps Administrative Council updated on any strategic decisions, challenges, and risks to seek for approval and ideas at organizational level on endeavors like fundraising engagements.

Overall management of programs (operational level)

• Continuously foster employees to develop and guard AJPRODHO-JIJUKIRWA’s reputation and brand among government and peer CSO players to pre-position, advocate, network and raise profile and reputation among key influencers important to advance Human Rights and the Youth development agenda.
• Drive, develop, and ensure the adaption, integration, and utilizing opportunities through utilizing monitoring, evaluation and learning opportunities, branding and communication benefits throughout all key areas of programming promotion of gender equity and diversity, and participative governance.
• Ensure AJPRODHO-JIJUKIRWA’s living policies like child protection, anti-corruption and fraud, and Sexual Harassment and Exploitation and Human Rights declaration are understood by all employees, constantly revisited, and used in daily operations. He ensures every employee is capacitated to acknowledge, sign for and abide by such policies.
• Oversee and incentivize the evolution and innovation in programs and operations. This includes and is not limited to providing leadership in the development or change management of transformative initiatives to enable continuous evolution of programs and their delivery models.
• Ensure optimal financial, human and physical resource allocation and management and quality standards (with the Shared Support Unit where applicable) for successful implementation of the organization’s projects and its sustainability. This is possible through fostering vibrant resource development effort, striking healthy financial ratios, and effective budget administration.
• Oversees internal planning and timely delivery at Senior Management Team level as well as operational coordination from activity planning with relevant staff to overseeing timely organizational and projects budgeting, action plan and goal setting and monitoring systematic and smooth implementation levels at all stages.
• Monitors achievement of all-round Key Performance Indicators including milestone reporting, meeting reporting deadlines, and overseeing objective staff performance appraisals.
• Ensure proper use of organizational resources in pursuit of quality programs and ensure that adequate internal control are in place to protect AJRODHO-JIJUKIRWA’s financial and non-monetary assets and that they are used in accordance with organizational policies/procedures and donor terms and conditions.
• Responsible for ensuring availability and responsible use of organizational assets important as per organizational policies and approves dispatching of such assets for use in sub-offices and their disposition accordingly.
• Supports Human Resources Department to do staff recruitment, orientation, and performance of senior staff as well as development of middle managers (and other staff); demonstrating healthy engagement, strong senior management teams, culture of innovation, and effective talent management.

OTHER KEY SPECIFIC RESPONSIBILITIES

• Representing the organization at high-level meetings and delegating where necessary
• Organizing and attending Administrative Council meetings
• Signing vendor contracts and consultant agreements
• Commissions and ensuring the overall supervision for internal and external evaluations including audits, Control and Evaluation Committee activities, and due diligence activities.
• Informing the Administration about incidences, risk, and issues affecting organization high timely.
• Signing or witnessing donor agreements and strategic partnerships
• Approving Financial and Narrative project Reports and other related official documents
• Responsible for donor reporting and high-level communication sharing.
• Contacts external stakeholders to foster alliances for both managing strong relationships and collaboration efforts in program implementation
• Supervises senior management staff and is does their performance appraisal. He signs off all staff performance appraisals giving his or her comment where necessary
• Maintain a solid organization’s legal and policy framework
• Approves all communication and visibility materials that include donor and organizational logo including organizational news items and publications

Skills and experience

• 7 – 10 years experience in senior management position in Civil Society development work
• Experience in the management of multi-donor institutional grants; experience is handling international donors with sizeable grants is preferred
• Proven track record of strong management skills with complex programs and an efficient labor force.
• Experienced in youth focused programming, governance, and anti-GBV initiatives.
• Outstanding written and oral communication skills in English and Kinyarwanda. Knowledge of French is an added advantage
• Ability to grow/develop a local non-government organization by attracting local and international resources and building alliances.
• Demonstrated high-level interpersonal and cross-cultural skills including the ability to build collaborative relationships internally and externally with sensitivity to cultural, ethnic, social, and political issues.
• Ability to pragmatically solve problems, plan a course of action using analytical, conceptual, strategic, and forward thinking abilities to achieve an effective resolution.
• Demonstrated technical expertise in such areas as: project management, budgeting, and resource management.
• Strong leadership skills in such areas as: fostering teamwork; developing and motivating others; managing change; conflict resolution; initiative and flexibility.
• Strong visioning, strategic planning, implementation ability and effective under pressure, results-oriented and proactive with the ability to multi-task.
• Ability to demonstrate support for innovation and organizational changes needed to improve the organization’s effectiveness; helping others to successfully manage organizational change.
• Ability to recognize, react and adjust to rapidly changing conditions and to lead the resources in the appropriate direction with cohesiveness and a sense of urgency
• Coalition building capabilities, external networking, and experience in developing strategic partnerships
• Ability to deal with stressful situations and still adapt healthy within the working environment.

EDUCATION & CERTIFICATIONS

• Bachelor degree in related field of community development/social science or relevant discipline. Master’s degree is preferred.
• Any other relevant training accredited certifications

How to apply

Please apply by sending a soft copy of your documents to e-mail to [email protected]   cc: [email protected]  with subject ‘APPLICATION FOR EXECUTIVE SECRETARY JOB’. The application package must include the following:

• A motivation letter
• Updated Curriculum vitae
• At least three professional referees

NB: Do not send your professional and academic certificates until you have been contacted to do so.

Deadlines of receiving applications: 24^th December 2021 at 17:00 hours GMT: Only shortlisted candidates will be contacted for further steps.

Disclaimer:

AJPRODHO is a Human Rights organization that believes in availing equal opportunities to all and as such does not request for any material or other incentive to being selected for this job.

SIGNED:

Administrative Council President

MUTSINZI MUSSA