World Vision International

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Governance, Risk and Admin Officer

Job Description

GOVERNANCE, RISK AND ADMIN OFFICER

Group:

National Director’s Office

Location:

National Office

Reports to:

National Director

Provides supervision to:

None

Effective Date:

Grade Level:

14

Financial Authority / budget:

(amount controlled/impacted by the position)

Purpose of the Position:

The position will act as a link and support for governance, senior leadership and operational roles for the National Director (ND) of World Vision Lesotho (WVL). The incumbent will also be responsible for handling the NO Risk and Compliance functions to ensure risk is minimized and that Organizational compliance with National laws, and regulations, as well as internal policies, procedures and standards to ensure the Organizational effectiveness;

The incumbent will plan and design appropriate tools to strategically review World Vision’s operations and support services periodically to determine risk levels, propose strategies and systems to minimize risks and effectively track progress in the implementation of recommendations on risk reduction.

Support the National Director, as the functional assistant, in all matters pertaining to the Management of his/her office, and also in promoting Risk Management as a corporate responsibility.

The position will coordinate all legal engagement processes for the NO including acting as the primary liaison with the external counsel.

To communicate World Vision’s ethos and to demonstrate, through word and deed quality Spiritual life that is an example to others.

Major Responsibilities: ((please define in output format – 1-10 things of what you expect to see as a result of this position)

S/NO

KEY Outputs

(accountabilities and results)

% Weight

%

OUTPUT /Indicators

Board Governance Coordination

40%

Support the ND in ensuring the Advisory Council meets its legal mandates in accordance with Lesotho laws and WVL Policies, Standards, and Procedures.

  1. Advisory Council (AC) Governance Processes

    1. Prepare the ND’s Quarterly Ministry Updates report to the AC (Board);

    2. Help the ND in the organization of the AC Meetings and ensure that proper records are taken and safe keeping of the minutes of WVL AC meetings.

    3. Manage the AC Meeting plans and ensure follow up of AC meeting action plans/matters arising.

    4. Help ND Organize AC Committee meetings to ensure their link with the AC meeting is strategic as per the AC work plan and follow up on management action points arising from these meetings.

    5. Coordinate AC recruitment and orientation of new members in consultation with Governance and Nominations Committee.

    6. Coordinate capacity building initiatives on governance for the AC and senior leadership team.

    7. Assist the ND in providing advice and guidance to the AC on their duties and responsibilities and on matters of ethics and good governance.

    8. Coordinate the logistical processes and plan for AC field trips to the WVL project sites to help deepen AC members understanding of WV’s ministry

    9. Prepare AC and Committee work plans in consultation with the AC Committee Chairs and the ND for AC approval; and monitor the implementation thereof in conjunction with the Governance and Nominations Committee.

    10. Serve as a AC staff support contact, for the Governance & Nominations Committee for secretariat support to the Committee

  2. AC Legal Responsibilities’

    1. Maintain the safe keeping of the Organizational legal (recognition) documents, e.g. the Constitution and ensure that all regulatory compliance issues of members are up to date;

    2. Support the ND in the coordination of the Succession planning, in conjunction with the AC Chair and Governance and Nominations Committee.

  3. WVI Partnership Requirements

    1. Prepare the quarterly Chair’s report to the Regional Leaders and other Partnership reports that may be deemed necessary for the purpose of WVL’s governance accountability

    2. Ensure on-going provision of updates and guidance to the AC members, including access to the Partnership Policies.Further, support the ND in ensuring that new WVI Partnership policies are owned, contextualized, implemented and monitored by the National Office

    3. Support the ND in the coordination of the NO peer review sessions, in conjunction with the Partnership Peer Review Office and prepare the National Office Action plan on implementation of the Peer Review Report recommendations. Further, follow up on the implementation of the recommendations to ensure WVL’s compliance

    4. In support of the ND and in conjunction with the Governance and Nominations Committee and the AC Chair, coordinate the Annual Board Self Review, individual and peer Board effectiveness review processes. In addition, ensure that the learnings inform Board work plan and development processes.

    5. Ensure that the Governance MWRAP is followed up and referenced by the AC Committees.

Coordination of the Risk and Compliance functions

20%

  1. Provide leadership in the development of the NO Risk management plans, updated enterprise risk register and monitor its implementation. Ensure that national office systems and business processes are regularly reviewed for compliance with the policies, procedures and standards.

  2. Review and issue reports of operational risks identified as a result of financial and operational reviews, special investigations and Risk Assessment Reports conducted by the Risk and Compliance Function; and implement a system to track the implementation of risk mitigation recommendations by the management

  3. Provide summaries of organizational and operating environment risk trends to management regularly and advise management of the formulation of risk management strategies and relevant policies

  4. Contribute towards the maintenance of effective internal control systems in the entire World vision office by ensuring that risk identification is embedded in the routine operating procedures of the organization.

  5. Provide leadership in the process of development and implementation of systems, policies and procedures for the identification, collection and analysis of risk related information. This will include measuring the effectiveness of these programs such as the Whistle blower and make recommendations on measures that can be taken to strengthen the programs.

  6. Ensure that the Risk Function effectively coordinates with the WVL AC Audit and Risk Committee and that the AC is always apprised on prevailing enterprise risks for effective decision making

  7. Performance management of National Risk and Compliance Coordinator including continuous professional development

  1. 3.0

Strategic Planning and implementation of programs

- 10%

  1. Through a consultative process with the key stakeholders;

    1. Participate in the process of developing the NO Strategy and priority areas,

    2. Prepare Annual Operational Plans and budgets for ND’s Office and monitor implementation.

    3. Prepare WVL MMR for onward transmission to SARO.

    4. Analyzing key issues emerging from Program and National Office audits; evaluation and monthly reports for the ND.

    5. Support the ND in monitoring the implementation of Leadership Strategic priorities and GNOD action plans.

    6. Coordinate research and documentation for ND’s internal and external presentations.

    7. Special Projects: In charge of all special projects in the office of the National Director (ND) Represent ND’s Office in strategic committees.

  1. 4.0

Coordination of organizational legal and policy matters

- 15%

  1. Coordinate the review of internal policies and procedures for alignment with partnership policies and national law and ensure compliance therewith.

    1. Review of organizational leases, allotment letters and key title documents including insurances on WVL office spaces and ensure they are up to date; and comply with the relevant national laws and internal policies and procedures so as to mitigate the risks of legal exposure for the organization

    2. Establish and implement organizational contract management procedures and ensure that they are regularly reviewed for effectiveness

    3. Serve as the primary liaison to the external counsel for coordination and following through on ongoing litigation for a fast, effective and cost efficient closure with the minimum risk to the organization. This includes reviewing of available legal data for advise on possibility of prosecuting or defending a law suit.

    4. Provide legal review and input in the national office partnering procedures (both local and external) and contracts to mitigate against risk of exposure in the process

    5. Performs legal analyses of matters encountered in and arising from WVL operations and make recommendations for management consideration

    6. Establishes system that identifies areas of criticality or high risk from a legal perspective and designs contingency plans around each identified element.

    7. Establish a mechanism that encourages the coaching and development of all WVL employees in appropriate areas of compliance and law.

    8. Establishes an audit process that regularly evaluates the legal position of the organization in regards to legal compliance.

    9. Monitor changes in relevant legislation and the regulatory environment, to ensure that internal management policies and procedures for WVL are reviewed for relevance and effectiveness.

Administrative Oversight for ND’s Office

15%

  1. Support to the National Director

    1. Organize and record proceedings of Leadership Team meetings; and coordinate follow-up processes on outstanding issues

    2. Manage ND’s calendar, appointments, and coordinate meetings, conferences etc.

2.1.3 Coordinate domestic and international travel

arrangements for the ND in sync with his calendar. (in collaboration with Protocol Relations Advisor for Visa arrangement)

  1. Manage ND’s correspondence and determine actions to be taken in consultation with the ND.

  1. ND’s Office Administration

    1. Coordinating administrative functions of ND’s direct reports namely: Government Relations and Protocol Advisor and Associate Director Internal Audit.

    2. Oversee efficient and effective functioning of the ND’s Office including but not limited to approvals of routine expenses, departmental expenditure analysis, group strategic meetings management, provision of front desk services for ND’s office and management of fixed assets,

  1. Information Management including contents in M-Drive, WV central and maintenance ofsensitive and confidential information

  2. Attend and participate in devotional life of the organization.

  3. Any other duty as assigned by the supervisor or Designee

Decision Making:

The incumbent will be required to exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area and the reputation of the organization at large.

Other Competencies / Attributes:

  • Must be a committed Christian who is able to stand above denominational and cultural diversity challenges;

  • Ability to identify strategic change opportunities and make workable recommendations accordingly.

  • Ability to demonstrate high degree of professionalism in a rapidly changing environment.

  • Strong leadership skills with ability to positively influence others to support strategic initiatives.

  • Commitment to continuous learning and willingness to keep abreast of new developments in the field of development.

  • Excellent communication and interpersonal skills.

  • Analytical and critical thinker with ability to work with tight deadlines and handle multiple concurrent projects.

  • Team player, with respect for diversity in multicultural environment.

  • The position requires proactivity, self-management, tact, diplomacy, discretion, and confidentiality on a wide variety of complex and sensitive issues.

Qualifications: Education/Knowledge/Technical Skills and Experience:

  • Bachelor of Laws degree (LLB), B.Com Accounting, Organizational Development or any other related field, an additional professional qualification as a Chartered or Corporate Secretary, or a Master’s Degree in any of the above fields of specialization will be and added advantage.

  • At least 5 years hands-on experience in corporate governance, organizational development and strategy management.

  • Minimum of 7 years of experience in the management of resources, finances, people, assets; and good understanding of risk and audit management, legal affairs, and in developing and implementing robust internal control measures preferably in an Non- Governmental organization

  • Minimum 5 years of experience working in an international NGO with a strong understanding of the humanitarian operating models and development programs / approaches in both regular and relief situations.

  • Extensive experience and understanding of the humanitarian development sector operating models and approaches in both regular and relief situations.

  • Reasonable knowledge of key Humanitarian Strategic initiatives, best practices,State policies, and good understanding of development context issues e.g. religious, security etc.

  • Excellent Humanitarian development programming and Information Management skills

  • Excellent presentation (using word, excel, power-point, etc., and oral) and analytical skills.

  • Experience in establishing effective partnerships and networks

Working Environment:

  • Office based environment with up to 20% travel to the field;

  • Travel required: domestic up to 20% with occasional international travel as required

  • On call : on need basis

NOTE; ONLY WV LESOTHO STAFF WITH ACTIVE CONTRACTS WILL BE CONSIDERED FOR THIS ROLE