Governance Officer & Triennial Council Project Manager at World Vision Kenya

PURPOSE OF POSITION:  

Coordination of all activities related to the successful delivery of the Triennial Council in consultation with the Partnership Leader Global Governance and Compliance (PL)

To apply the relevant governance knowledge and skills to promote the development of high performing Board Support Staff (BSS) who will offer administrative support that ensures that boards/AC are well supported to perform effectively. This will involve one on one governance coaching, orientation and proactive support to grow the BSS competence and confidence. This will be applicable for Africa BSS Coordination of all Regional forum activities in consultation with the Director Global Governance

Working under the direction of the Director Global Governance, to prepare and track the Global Governance Department annual budget and annual forecast, continuous monitoring and tracking of the expenses and providing advise as appropriate.

Offer administrative support to the two Global Governance Directors as may be needed.

MAJOR RESPONSIBILITIES:

Triennial Council Project management

• Research, requirements gathering, and application of past Council’s lessons learned to help the Partnership Leader for Global Governance & Compliance and Council Moderator in Council preparations.
• In consultation with the PL, take a lead role in planning activities, preparing documentation, and evaluating venue facilities and technical services. This includes ensuring communication and media requirements are met; management of consultants, host country partners, suppliers, & internal teams to ensure a high return on Council objectives and designing and managing sub-projects that contribute to the achievement of the Council objectives.
• Form cross-functional teams and provide team leadership, as it becomes necessary, to fulfil project goals and ensure that temporary project team is appropriately supplied with required resources.
• Prepare contracts, develop business cases to ensure approval and funding commitment.
• Develop & manage the Council budget and budgetary reporting.
• Risk identification and mitigation - work with PL to identify risks, monitor changes, taking corrective actions and reporting status and progress to the PL.
• Manage coordination, logistical and administrative duties of the Triennial Council including supporting the Council Moderator, Council Planning Committee (WVI Board) and Council Management Committee, preparing for & setting up meetings and taking minutes at the meeting.
• Manage administrative, logistical, travel and hospitality support to the Triennial Council meeting for all attendees.
• Tasks include but are not limited to coordinating accommodation, travel, venue planning, event management and event close-out activities.
• Post Council lessons leant report and follow up actions.

Coach Board/Advisory Councils & Board Support Staff (BSO)

• Train the Board Support Staff (BSO) to effectively play their role in supporting boards/AC’s. This includes creating an annual development plan for each NO based on self-assessments, Peer Review and Global Internal Audit results and other recommendations.
• Create and/or enhance training material for BSOs based on individual and collective needs.
• Consolidate Board development plans, forward agenda, annual work plans etc. for effective use by the Directors Provide orientation to new BSOs, with additional support for first six months.

Regional Forums coordination

• Research, requirements gathering, and application of past Regional Forums lessons learned to help the RGAs in preparation of Regional forums.
• Advising Regional Governance Advisors on preparations of the Regional Forums including nominations of candidates of candidates for elections of the WVI Board members.
• In consultation with the Governance Directors and Regional Governance Advisors, take a lead role in planning activities, preparing documentation, and technical services.
• Keep track of the Regional Forums timelines as per the partnership policy on Regional Forums and help with final evaluations reports post RFs.
• Provide administrative support to all Regional Forum planning committees and ensure effective execution of all RFs in consultation with Regional Governance Advisors.

Support to Emerging Advisory Councils in Africa 

• Provide capacity building, development facilitation and training in best practice governance to emerging Advisory Councils in the assigned Region in collaboration with the Governance Director and ND’s.
• Train and sensitize the Senior Leadership Teams to understand the role of the advisory Council, ensure they understand World Vision’s Federal Governance Model and take them through transition requirements.
• Researching on different Governance subjects and best practice to enhance development of new governance resources in collaboration with the Governance Directors.
• Participate in Partnership governance processes including governance Transitions of emerging AC’s and Peer Reviews.
• Enhancing, editing and proof-reading reports prepared by Governance Directors.

Administrative Support

• Working with the Senior Director, to prepare the department’s annual budget and forecast and continuously tracking of the expenditure against the approved budget/forecast and providing accurate monthly expense and income reconciliations.
• Verification of invoices against contract activity for consultants and coordinate payments.
• Arranging logistics and meetings involving SRGAs including all team meetings Ensuring necessary travel arrangements have been made in good time and completion of any other tasks as identified by Governance Directors.

KNOWLEDGE, SKILLS & ABILITIES: 

• Knowledge of board governance subject matter, practices and terminology in profit and/or not-for-profit sector.
• 2 years working in a board support / coordinator or trainer role.
• Previous work experience in Governance, project management.
• Database technical skills.
• High level of organizational skills and ability to work independently.

Preferred Skills, Knowledge and Experience:

• Bachelor’s Degree in business administration, Project management, Law, social sciences or governance orientated subject.
• Excellent communication skills and strong interpersonal skills.
• Effective and professional fluency in written and verbal English and communications.
• Fully conversant with Survey Monkey, MS Word, Excel & PowerPoint, Databases.
• Proven experience in project management, event and meeting planning, logistics and contracting.
• Knowledge and understanding of the functioning of International NGOs such as World Vision in terms of their governance, management and operations.
• Excellent communication skills and strong interpersonal skills.
• Knowledge and understanding of Governance.
• Proven ability to work across physical and cultural distances.
• Capacity Building experience.