Global Secretariat Coordinator

Reporting to:

IBON International Director and to the Reality of Aid Network (ROA)

Position purpose:

IBON International responds to international demand to provide support in research and education to peoples’ movements and grassroots empowerment and advocacy and links these to international initiatives and networks. IBON International initiates and implements international programmes, develops and hosts international networks, initiates and participates in international advocacy campaigns, and establishes regional and country offices where necessary and appropriate.

The Global Secretariat Coordinator will provide network management support to the ROA to ensure that the activities indicated under its programme plan are resourced and implemented effectively. As such, the Secretariat Coordinator will be responsible for the day-to-day direction, coordination, implementation, control and completion of activities of the Reality of Aid Global Secretariat in support of the ROA. The Secretariat Coordinator will coordinate with and get guidance from the ROA regarding strategic objectives and outcomes.   The Secretariat Coordinator will likewise supervise the Secretariat staff assigned to ROA in the management of the funds raised against its programme proposals. At all times, the Secretariat Coordinator will ensure the compliance of the Secretariat to all the contractual obligations entered into by the ROA. The Secretariat Coordinator is accountable to both IBON International as the host of the ROA Global Secretariat, and to the ROA, and reports annually on the over-all status of activities and finances.

The successful candidate will have to be a competent manager who is able to mobilise programme staff and member organisations to implement network projects and activities. S/he will be familiar with the emerging discourses on aid and development effectiveness; and has experience working with diverse civil society organisations, bilateral and multilateral donors.   S/he will need to speak and write English to a very high standard. A working knowledge of French and/or Spanish will be desirable.

 

Key responsibilities

Key elements

% time

Network management & coordination

·    Ensures execution of work plans as indicated in the approved programme proposal and based on guidance provided by the ROA;

·    Effectively communicates programme expectations to ROA regional coordinators, implementing organisations, and to the International Coordinating Committee (ICC) in a timely and clear fashion;

·    Manages day-to-day operational aspects of the secretariat;

·    Is responsible for the ROA website’s content and maintenance;

·    Coordinates the policy development and advocacy work of the network;

·    Organises and facilitates ROA meetings, workshops and other events under the responsibility of the global secretariat;

·    Prepares for engagement reviews and quality assurance procedures;

·    Ensures RoA documents are complete, current, and stored appropriately;

·    Responds to ad-hoc project information requests from donors, the ICC and other stakeholders;

·    Discusses and gets guidance from the ICC on issues pertaining to network management as appropriate;

·    Liaises with ROA’s donors on programme management concerns;

·    Minimises IBON International exposure and risk on ROA projects.

60

Activity planning, monitoring and evaluation

·     Consolidates work plans of the global secretariat and regional secretariats;

·     Facilitates agreement on plan and schedule of programme/network timelines and milestones;

·     Facilitates revision of work plans as appropriate to meet changing needs and requirements;

·     Tracks milestones and deliverables;

·     Monitors implementation of programme/network activities and consolidate their documentation;

·     Prepares programme funding proposals with the ICC for submission to donors and funding agencies;

·     Prepares comprehensive reports, including end-of-the-year annual reports to the ICC, the donors, and the general membership of the network;

·     Translates comprehensive reports into short briefings.

20

Finance management

·     Drafts and submits budget proposals, and recommends subsequent budget changes where necessary;

·     Reviews finance reports prepared by secretariat and IBON International finance support staff before presenting to ICC for endorsement and donors for approval;

·     Supervises Finance Officer in the implementation of the ROA budget;

·     Sees to the external financial audit of the ROA secretariat.

20

 

Person specifications: experience, skills and knowledge

1) Essential experience:        
§  At least three years’ work experience on relevant and/or related field
§  Project management of programmes implemented in multiple countries, multi-donor funded and multi-agency implemented
§  Working with bilateral and multilateral donors
§  Working with diverse CSOs
§  Writing clear reports on complex projects
§  Work in a developing country and/or experience working with organisations from the Global South

2) Desirable experience:
§  Making presentations to civil society organisations or decision-makers
§  Involvement in an international network
§  Involvement in an international campaign

3) Required aptitude, skills and knowledge:
§  Ability to manage multi-country, multi-donor and multi-agency project
§  Knowledge of the workings of bilateral and multilateral donors
§  Demonstrated management skill
§  Excellent inter-personal skills
§  Ability to work in a small team and to work collaboratively with non-government organisations worldwide
§  A very high standard of spoken and written English
§  Computer literate and familiar with Word, Excel, PowerPoint etc.

4) Desirable aptitude, skills and knowledge:
§   Understanding current debates on aid and development effectiveness policies
§  Working knowledge of French or Spanish.

5) Willingness to travel

 

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