Ashoka Arab World Terms of Reference Operations and Financial Manager Background: Ashoka is the global association of the world’s leading social entrepreneurs—men and women with system changing solutions for the world’s most urgent social problems. Social entrepreneurs are individuals with innovative solutions to society’s most pressing social problems. From its Regional Office in Cairo Ashoka Arab World creates a competitive, entrepreneurial, and globally integrated citizen sector and develops the profession of social entrepreneurship. Ashoka currently works with 78 Ashoka Fellows located in Egypt, Jordan, Lebanon, Morocco, Palestine, Kuwait and Saudi Arabia. Position Title: Operations and Financial Manager (OFM) Reports to: Regional Director (RD) Employment: Full-time Office hours: 9 am to 5 pm (unless assigned to stay later fulfilling work requirements) Working days: Sunday through Thursday, with weekends on Friday and Saturday. Workrelated obligations sometimes require weekend attendance. Tasks and Responsibilities: The Operations and Financial Manager (OFM) is responsible for assisting the Regional Director in ensuring that all day-to-day the operations for the Ashoka Arab World Program are executed properly, smoothly and in a productive and efficient way. The OFM tasks are: 1. Develop knowledge management systems for Ashoka’s Arab World operations: a. Build on and update Operations Manual for AAW. b. Organize, update and create files of Ashoka’s Arab World history and current activities. c. Prepare reports to Ashoka Arab World Executive Team. _______________________________________________________________________________________ REGIONAL OFFICE, 93 ABDEL AZIZ ALSAUD, ELMANIAL, CAIRO, EGYPT | Registration No. 34/2004 Phone: (202) 2532-8586 – 23655336 – 25314779 | Fax: (202) 23654404 | www.ashoka-arab.org | arabworld@ashoka.org 1
2. Put into action the bylaws, rules and procedures set by Regional Director and Ashoka Arab World Executive Team for employees to follow. This includes policies in the workplace to ensure effective implementation and adherence among each and every employee in the organization. 3. Manage carefully and responsibly, Ashoka Arab World recruiting process a. Prepare all job descriptions needed at Ashoka Arab World. b. Prepare all staff Terms of Reference, 100 commandments and Performance Agreements. c. Develop outreach and recruiting strategy to hire the required staff for AAW. This includes Senior Leaders, a Country Representative, Project Managers, Interns, Volunteers d. Build on and manage AAW Intern and Volunteer Program e. Create a recruiting tracking system with updated information of current job applicants and their current relationship status with Ashoka 4. Manage carefully and responsibly, Ashoka Arab World performance management processes and procedures. a. Keep updated all forms for Perfomance Agreements: i. Design annual workplan as Performance Agreement, for each team member with targets aligned with AAW’s strategic plan. Keep track of progress b. Manage Performance Review processes: i. Hold quarterly performance reviews with each team member and the Regional Director (December, March, Jun) ii. Hold an annual performance review (September) with each team member and Regional Director. Here, an agreement on salary increase and/or promotion will take place iii. Keep performance files for all staff members c. Build on and keep track (progress) of monthly report for each team member with outcomes against objectives i. Communicate progress of monthly reports to Regional Director. Compare progress against annual goals d. Keep track of staff time-sheets e. Keep track of staff absence/leave and punctuality for work 5. Manage carefully and responsibly Ashoka Arab World Talent development a. Build on AAW training program for staff members _______________________________________________________________________________________ REGIONAL OFFICE, 93 ABDEL AZIZ ALSAUD, ELMANIAL, CAIRO, EGYPT | Registration No. 34/2004 Phone: (202) 2532-8586 – 23655336 – 25314779 | Fax: (202) 23654404 | www.ashoka-arab.org | arabworld@ashoka.org 2
b. Build on Talent development activites c. Coordinate Staff Retreat every year d. Ensure flow of communication between staff and RD 6. Manage AAW’s IT department a. Ensure that IT processes for new equipment acquisition, inventory and repairs are in place b. Ensure that website and digital media as well as database are working properly c. Manage IT officer 7. Manage AAW Executive Secretary a. Ensure that office management runs smoothly b. Ensure management of office boy and cleaning team runs smoothly c. AAW’s filing (hard and digital copies) is up to date d. Ensure recycling system is in place e. Ensure office supplies are well managed f. Oversee any office repair 8. Finance and Personnel: a. Supervise the preparation of the monthly financial reports (country reports) to headquarters i. Learn Adaptive Software and Netsuite platform. Ensure that all information is correct before sending to RD for approval and uploading it b. Provide when needed to RD, a financial analysis of expenditures and revenues c. Provide a regular update on donor expenses to RD d. Be responsible to create and update AAW budget every year (upload to Adaptive) e. Be responsible for recording and bookkeeping and financial accounting procedures in the office that comply with Egyptian law. f. Ensure that Ashoka Fellow stipends are wired and received on time and using the right amounts g. Be responsible for payroll: Pay staff salaries to their accounts on a timely manner _______________________________________________________________________________________ REGIONAL OFFICE, 93 ABDEL AZIZ ALSAUD, ELMANIAL, CAIRO, EGYPT | Registration No. 34/2004 Phone: (202) 2532-8586 – 23655336 – 25314779 | Fax: (202) 23654404 | www.ashoka-arab.org | arabworld@ashoka.org 3
h. Follow up and assist in preparing all contracts (from labor contracts to procurement, etc) and ensuring availability of funds i. Be responsible for purchases and keeping relevant books j. Record all expenses and revise all bank accounts and receipts k. Revise all documents related to expenses and ensure that they follow Ashoka and MOSA's regulations l. Keep account of all inventory m. Manage two accountants 9. Perform any additional tasks as requested by RD.
Performance management: i. Together with her/his supervisor, the staff member will develop a performance agreement at the beginning of her/his term. This agreement will include goals, measures and expected results and will be the baseline for the performance review to take place after the first six months and the end of the year. ii. Together with her/his supervisor, the staff member will develop an annual plan of action. This plan will be created at the beginning of the year and updated on a monthly basis. iii. Based on annual action plan, a monthly workplan with all activities to be executed during the month will be sent to Regional Director. iv. The staff member will send a weekly time-sheet to be sent at the end of Thursdays to the Regional Director. v. The staff member will send a monthly report with all activities executed during the month; to be sent to and Regional Director on the 25th of each month.
Skills and Requirements: Qualifications: 1. Education B.A. in a relevant field, preferably Social Sciences, Business, Management, Economics, or Political Science 2. Experience and Requirements 5 years of experience is required _______________________________________________________________________________________ REGIONAL OFFICE, 93 ABDEL AZIZ ALSAUD, ELMANIAL, CAIRO, EGYPT | Registration No. 34/2004 Phone: (202) 2532-8586 – 23655336 – 25314779 | Fax: (202) 23654404 | www.ashoka-arab.org | arabworld@ashoka.org 4
Excellent writing and analytical skills Proficiency in Microsoft Office applications Applicant must have strong initiative, independence, creativity, and sound judgment. They must be service-oriented and flexible, with excellent communication and organizational skills. Applicant must be a team player with a high level of commitment who is able to manage multiple high-priority tasks at once.
3. Language Fluency in written and spoken English. Proficiency in written and spoken Arabi. The Person: Must be creative within her/his scope of work and very resourceful in problem solving Must understand Ashoka’s vision and work. Must demonstrate her/his commitment with social change. Must be a deeply trustworthy person. Must be service-oriented and flexible. Must be detail-oriented and able to manage multiple high-priority tasks at once. Must be a team player with a high level of commitment. Must maintain cooperative working relationships and interact with others in a helpful, courteous and friendly manner. Must demonstrate sensitivity to, and respect for, a diverse population and be able to work with persons of different cultural and ethnic backgrounds across all areas of the world. Work Conditions:
We work normal office hours (9 a.m. until 5 p.m., five days a week) 50-60% of the time. We work until 6 or 7 p.m. at least 20 % of the time. During major events, we work until 8 or 9 p.m. (25 % of the time) Sometimes, we work during holidays, if necessary. (10% of the time) After three years of work at AAW, staff members can apply to other Ashoka jobs in the region or abroad.
How to apply: _______________________________________________________________________________________ REGIONAL OFFICE, 93 ABDEL AZIZ ALSAUD, ELMANIAL, CAIRO, EGYPT | Registration No. 34/2004 Phone: (202) 2532-8586 – 23655336 – 25314779 | Fax: (202) 23654404 | www.ashoka-arab.org | arabworld@ashoka.org 5
Interested candidates should kindly send their application package at: recruiting@ashoka-arab.org with “Operations and Financial Manager” in the subject line. Application package should include: 1- An updated resume in a pdf format. 2- A cover letter explaining why you are interested in Ashoka and why you are fit with our hiring criteria. 3- Answers to the following questions: a. Please provide an example of an idea of yours that has been implemented in your current organization or workplace. What has been the result or impact? b. What was the most difficult challenge you have faced in the workplace, and how did you address this challenge? c. What qualities do you possess that will help you uniquely contribute to Ashoka? d. Are you able to multi task? Please provide specific examples.
_______________________________________________________________________________________ REGIONAL OFFICE, 93 ABDEL AZIZ ALSAUD, ELMANIAL, CAIRO, EGYPT | Registration No. 34/2004 Phone: (202) 2532-8586 – 23655336 – 25314779 | Fax: (202) 23654404 | www.ashoka-arab.org | arabworld@ashoka.org 6