Operations Assistant Ashoka Arab World Terms of Reference 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 69 Ashoka Fellows located in Egypt, Jordan, Lebanon, Morocco, Palestine, Kuwait and Saudi Arabia. Position Title: Operations Assistant (OA) Reports to: Operations Manager 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. Work-related obligations sometimes require weekend attendance. Duties and Responsibilities: The OA is responsible for assisting the operations manager 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. Tasks include but are not exclusive to: 1. Help Operations Manager to manage carefully and responsibly, Ashoka Arab World recruiting procedures. a. Lead Recruiting outreach strategy through targeting and engaging key nominators, creating appropriate recruiting materials with job descriptions, hosting meetings to build relationships with potential candidates, and creating a digital outreach outlets database. All list of contacts should be added to AAW database _______________________________________________________________________________________ Registration No. 34/2004
Ashoka Arab World Regional Office
42/4002 مشهرة برقم
املكتب االقليمى- أشوكا الوطن العريب
93 Abdel Aziz Al Saud Street – 7th Floor – Apt.1 1 شارع عبد العزيز أل سعود – الدور السابع – شقة34 Manial – Cairo – Egypt املنيل – القاهرة – مصر Tel : (202) 25328586 – 23655336 – 25314775 - 25314779 Fax : (202) 23654404 www.ashoka-arab.org www.ashoka.org
b. Create a recruiting tracking system with updated information of current job applicants and their current relationship status with Ashoka. OA will receive all application at recruiting@ashoka-arab.org , scan applications and short list potential candidates, categorize applications and send to respective AAW teams, follow up with each team on the status of applications, set up interviews and follow up with applicants on a timely manner to keep them updated. c. Ensure that all documents and materials (Resume, References, Hypo sheets) required for interviews are provided by applicants and interviewers. Ensure that the potential candidate goes through a final interview with AAW regional director. d. Help screen and interview candidates e. Support Operations Manager in issuing job offers, getting the Regional director’s approval and getting the finance department to issue the respective contract. f. Support Operations Manager in the on boarding of new staff members and interns. g. Build on and manage AAW Volunteer Program while connecting volunteers to Ashoka Fellows. h. Build on and manage AAW Intern Program. i. Create an interns outreach strategy, build partnerships with local, international universities and prominent student bodies, and create a digital outlets outreach database. j. Follow the same procedures of staff members recruitment mentioned above.
2. Help Operations Manager to manage carefully and responsibly Ashoka Arab World Performance management processes. a. Ensure that each of AAW staff members has a T.O.R, P.A, work plan, timesheets and monthly reports. b. Ensure that all performance management tools are aligned with AAW strategic objectives. c. Support Operations Manager in creating the annual AAW calendar and work plan with all staff members. d. Keep digital and hard copy files of all staff performance management documents. e. Assist Operations Manager in ensuring meetings for staff performance reviews take place with AAW regional director. f. Follow-up with annual plan commitments and milestones. Ensure that all the team is meeting targets and deadlines. 3. Help Operations Manager coordinate and execute Strategic Planning, Trainings and staff talent development. _______________________________________________________________________________________ Registration No. 34/2004
Ashoka Arab World Regional Office
42/4002 مشهرة برقم
املكتب االقليمى- أشوكا الوطن العريب
93 Abdel Aziz Al Saud Street – 7th Floor – Apt.1 1 شارع عبد العزيز أل سعود – الدور السابع – شقة34 Manial – Cairo – Egypt املنيل – القاهرة – مصر Tel : (202) 25328586 – 23655336 – 25314775 - 25314779 Fax : (202) 23654404 www.ashoka-arab.org www.ashoka.org
a. Strategic Planning includes: i. Support OM in coordination and execution of Staff Retreats this involves: 1. Setting up the most suitable time for the retreat 2. Deciding on the content. ii. Support OM in coordination and execution of Strategic Planning (SP) meetings, this will be a five hour training carried out bi-annually as a full day mini-staff retreat in AAW office, the purpose of the SP meetings is to follow up on the team work plan, milestones and how staff members are adhering to AAW’s overall objectives, goals and strategy. This will involve supporting Operations Manager in creating the annual AAW calendar and work plan with all staff members. b. Strategic Training includes: i. Coordination and Execution of strategic training meetings; this will be a one hour meeting carried out monthly for discussing topics to understand Ashoka’s bigger picture, core values and programs along with operations literacy to all staff members. c. Support OM in talent development of staff members. 4. Support Operations Manager to develop knowledge management systems for Ashoka’s Arab World operations: a. Build on and update Operations Manual for AAW. b. Support development team in database management, organizing, updating and creating files of Ashoka’s Arab World history, stakeholders and current activities: 5. Performance Management: a. 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. b. 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. c. Staff member will send a weekly time-sheet to be sent at the end of Thursdays to her/his supervisor. d. Staff member will send a monthly report with all activities executed during the month; to be sent to Financial Manager and Regional Director on the 25th of each month.
_______________________________________________________________________________________ Registration No. 34/2004
Ashoka Arab World Regional Office
42/4002 مشهرة برقم
املكتب االقليمى- أشوكا الوطن العريب
93 Abdel Aziz Al Saud Street – 7th Floor – Apt.1 1 شارع عبد العزيز أل سعود – الدور السابع – شقة34 Manial – Cairo – Egypt املنيل – القاهرة – مصر Tel : (202) 25328586 – 23655336 – 25314775 - 25314779 Fax : (202) 23654404 www.ashoka-arab.org www.ashoka.org
Qualifications: 1. Education B.A. in a relevant field, preferably Social Sciences, Business, Management, Economics, or Political Science 2. Requirements 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 Arabic a plus. 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:
Applicant must be willing to work in the office 70% of the time, and in the field 30% of the time. 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.
_______________________________________________________________________________________ Registration No. 34/2004
Ashoka Arab World Regional Office
42/4002 مشهرة برقم
املكتب االقليمى- أشوكا الوطن العريب
93 Abdel Aziz Al Saud Street – 7th Floor – Apt.1 1 شارع عبد العزيز أل سعود – الدور السابع – شقة34 Manial – Cairo – Egypt املنيل – القاهرة – مصر Tel : (202) 25328586 – 23655336 – 25314775 - 25314779 Fax : (202) 23654404 www.ashoka-arab.org www.ashoka.org
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: Interested candidates should kindly send their application package at: recruiting@ashokaarab.org with “Operations Assistant” 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- A writing sample, something that you previously wrote entirely by yourself, in English on any topic of interest and that is not less than one pager.
_______________________________________________________________________________________ Registration No. 34/2004
Ashoka Arab World Regional Office
42/4002 مشهرة برقم
املكتب االقليمى- أشوكا الوطن العريب
93 Abdel Aziz Al Saud Street – 7th Floor – Apt.1 1 شارع عبد العزيز أل سعود – الدور السابع – شقة34 Manial – Cairo – Egypt املنيل – القاهرة – مصر Tel : (202) 25328586 – 23655336 – 25314775 - 25314779 Fax : (202) 23654404 www.ashoka-arab.org www.ashoka.org