Key Duties/ Responsibilities
Leadership
Participate with Priory Council Members in developing a vision and strategic plan to guide the Priory.
Identify, assess, and inform the Council of internal and external issues that affect the Priory.
Act as a professional advisor to the Council on all aspects of the Priory activities
Foster effective teamwork between Volunteer members, and members of staff
Conduct official correspondence on behalf of the Council as appropriate and jointly with the Council when appropriate.
Represent St. John at community activities to enhance its community profile.
Perform Secretarial duties to the Priory.
Governance and Strategic Direction
Working with the Council, carry out a consultative process with the various stakeholders to prepare, execute, monitor and update the strategic plan.
Provide leadership for the Secretariat team to ensure that they focus on delivery of vision and strategy.
Provide support as Secretary to the Council and ensure that adequate minutes are provided for the Council and its committees.
Provide or ensure the Council has available legal advice and other professional advice as is required to fulfil their fiduciary responsibility.
Ensure a clear communication, brand and marketing strategy to support the delivery of the vision.
Maintain good public profile, personal integrity and reputation as the key spokesperson for the Organisation on day-to-day matters of press and publication.
Operational planning and management
Review an operational plan which incorporates goals and objectives that work towards the strategic direction of the St. John.
Ensure that the operation of St. John meets the expectations of its clients, Council, key stakeholders.
Oversee the efficient and effective day-to-day operation of St. John
Draft policies for the approval of the Council and prepare procedures to implement St. John’s policies; review existing, policies on an annual basis and recommend changes to the Council as appropriate.
Ensure that personnel, client, donor and volunteer files are securely stored, and privacy/confidentiality is maintained.
Provide support to the Council and its Committees by preparing meeting agenda and supporting materials.
Partnerships and Collaborations
Identify opportunities for partnerships and collaborations with Government, Non-government institutions, private and public institutions with aligned vision to St. John.
Income generation through fundraising, donations, and other similar arrangements
Ensure optimal delivery of service contracts to client satisfaction.
Volunteer Management
Grow the volunteer network to expand reach across the Country.
Develop programs that ensure volunteers remain motivated and recognized as important partners for delivery of the vision.
Provide administrative support to the Chancellor through the secretariat.
Provide budget to support brigade activities in line with the existing policies.
Regular update to the Chancellor
Escalate brigade disciplinary issues to the Chancellor in a timely manner to protect the integrity of the Organisation.
Employ fairness and treatment of volunteers in the various activities and regions.
Programme /Project planning and management
Oversee preparation and submission of Programme/Project papers to ensure quality before submission to the Donors.
Ensure proper planning, budgeting, implementation, and monitoring and evaluation of Government funded programmes/projects.
Oversee the planning, implementation and evaluation of the Donor related programs /projects.
Ensure that the programs/projects undertaken on behalf of Donors contribute to St. John’s mission and reflect the priorities of the Council.
Monitor the day-to-day implementation of the programs/projects.
Oversee the planning, implementation, execution and evaluation of programs/ projects.
Human resources planning and management
Determine staffing requirements for Secretariat and Regional Offices.
Oversee the implementation of the human resources policies, procedures and practices including the development of job description for all staff.
Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations.
Ensure that Management as a team is involved in the process of recruiting, interviewing and selection of staff that have the right technical and personal abilities to further St. John’s mission., and also ensure that the Council is involved in the selection of heads of department.
Ensure that all staff receive appropriate training to fill skills gap that would be identified upon undertaking competence review.
Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review.
Coach and mentor staff as appropriate to improve performance.
Discipline staff when necessary, using appropriate techniques; release staff when necessary, using appropriate and legally defensible procedures.
Create an environment where learning, innovation and the application of new ideas flourish resulting in significant improvements to service delivery and performance.
Financial Management and Administration
Provide day to day oversight of the finances of the Organisation, and to maintain a reasonable surplus in line with policy and/or direction of the Council.
Ensure prudent management of the investments of St John in line with the Investment Policy
Ensure that operational policies and procedures are in place to ensure effective and efficient management of the organisation.
Effectively negotiate with suppliers and execute contracts in line with the policies.
Review income generating activities of the Organisation.
Facility management at the various regions and premises under St. John
Work with staff and the Council and the Finance & Administration Committee to prepare comprehensive annual budgets.
Ensure good management of cash flow to secure adequate funding for the operation of the organisation.
Research funding sources, oversee the development of fund-raising plans to increase the funds of the organization.
Participate in fundraising activities as appropriate.
Approve expenditures within the authority delegated by the Priory Council
Ensure that sound bookkeeping and accounting procedures are followed.
Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organisation.
Provide the Council with comprehensive, regular reports on the revenues and expenditure.
Ensure that the organisation complies with all legislation covering taxation and withholding payments.
Community relations/advocacy
Communicate with stakeholders to keep them informed of the work of St. John.
Establish good working relationships and collaborative arrangements with community groups, Donors, politicians, and other organisations to assist in achievement of set goals.
Regularly update international office and participate in their forums as appropriate.
Risk Management and Compliance
Ensure that an independent internal audit function is in place and regular audit reports are provided to Management.
Monitor and ensure that audit issues are addressed and closed in a timely manner.
Maintain and review (with the Council) an updated risk registers with identified risk mitigating strategies 5
Identify and evaluate the risks to St. John’s people (clients, staff, management, volunteers), property, finances, goodwill, and image and implement appropriate measures to mitigate and or control the inherent risks.
Ensure that St. John carries appropriate and adequate insurance coverage.
Ensure Compliance with laws of Country as set by various Regulatory Government Institutions and St. John’s Rules and Regulations.
Qualifications, Knowledge, and Experience
Bachelor’s degree in a relevant field. Master’s degree in a relevant field would be an added advantage.
At least 15 years of relevant experience.
Good standing membership of a professional body would be an added advantage.
Key Competencies
Ability to build and maintain relationships with all stakeholders.
Ability to ensure embedment of and compliance with the St John’s core values throughout the Organization.
Commitment and a strong passion for success.
Excellent communication skills.
Demonstrated leadership and people management skills.
Strong emotional quotient and values that align to St John.
Knowledge of leadership and management principles as they relate to non-profit/ voluntary organisations.
Knowledge of all legislation applicable to voluntary sector organizations including employment standards, human rights, occupational health and safety, charities, taxation, etc.
Knowledge of current community challenges and opportunities relating to the mission of St. John.
Knowledge of human resources management.
Knowledge of financial management.
Knowledge of programme/project management
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