The National Council for Tajikistan invites applications for the vacant position of Executive Officer (EO) of the National Council based in Dushanbe, Tajikistan by 8 November 2021.
The Executive Officer will be responsible for developing, maintaining and managing of the Secretariat of the National Council to support the following functions and responsibilities:
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 and programs of the Council including operations and programs of the Ismaili Centre Dushanbe.
2. Performance monitoring: Monitor performance of all activities governed by the National Council to ensure activities are on schedule and within approved budget. 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.
3. Human Resource Management: Responsible for management of professional and administrative personnel of the National Council, in accordance with authorized policies and procedures.
4. Finance: Oversee the annual budget process by working closely with Chief Finance Officer who is accountable for finance for the National Council. Managing financial resources within the budgetary guidelines and in accordance with current laws and regulations.
5. Financial, Tax, Risk and Facilities Management: Ensuring 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.
6. Fundraising: Contribute to fundraising planning and implementation, including identifying resource requirements, establishing strategies, submitting proposals and administering fundraising records and documentation.
7. 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 all their requirements are duly complied with by the Council and its sub institutions.
8. 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 President and Vice President 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.
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 and its subinstitutions (Regional Council, Central Institutions, and Portfolios), together with the budgets consistent with the strategic plans and ensure their implementation, monitoring, and reporting.
b. In collaboration with the Chief Finance Officer, analyze and consolidate the budgets of the Council and its sub-institutions 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 and its sub-institutions in the areas of social governance, Jamatkhana development, and institutional strengthening. Proactively monitor performance and recommend corrective action
d. Ensure 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. Financial Resource Management Oversight:
a. Maintain financial control with assistance of the Chief Finance Officer and discipline over the Council's (including Central Institutions and Local Council) finances, including all expenditures and funding for programmatic, operating, and capital investments.
b. Control all fixed assets of the Council and ensure their regular maintenance.
c. Coordinate, manage, and coordinate all fundraising activities.
d. Support regular rigorous analysis of the financial status of all programmatic, operating, and capital investments.
3. 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
4. Information Resource Management:
a. Collaborate with the Council and ITREB 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 systems 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.
5. 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.
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 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 all their requirements are duly complied with by the Council and its subinstitutions.
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 international 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 stake holders. 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 Tajikistan) 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, including strong oral presentation skills in English and Tajik. The ability to communicate in Russian is 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; should have a good understanding of the Tajik Jamat; must have a strong desire to make substantial contribution to the progress of the Jamat and its institutions in Tajikistan. 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 travel and have flexible work week, including working evenings and weekends.
Interested qualified candidates can e-mail their CVs along with their cover letters no later than 8th November 2021 to [email protected].
