JOB DESCRIPTION DEPUTY EXECUTIVE DIRECTOR (IN CHARGE OF PROGRAM) (Updated April 2012)
The NGO Forum’ s Deputy Executive Director (in charge of program) is a full-time staff member of the NGO Forum, based in Phnom Penh with occasionally travel to provinces where necessary. The position is required to closely cooperate with the Deputy Executive Director (in charge of operation) and reports to the Executive Director and functions as a Deputy Executive Director of the NGO Forum Overall responsibility of the position is to ensure the effective functioning of the program management of the NGO Forum. The specific purpose of the job is to ensure the efficient and effective implementation of the NGO Forum’s current action plan to achieve at least 80% of their required indicators with resources available. The position requires technical advocacy inputs, strategic direction and strong communication with members, Donors, Development Partners and the Royal Government of Cambodia. The NGO Forum’ s Deputy Executive Director (in charge of program) shall carry out the duties of the position in compliance with the NGO Forum’s policy documents; including the Personnel Policy and Regulations, the Financial Procedures Manual, and the AntiCorruption and Conflict of Interest Policy and other policies. The main focuses of the job are included but not limited to: a) Produce positive outcome and impact on public and private sectors in the Program areas. b) Ensure effective implementation of Action Plan to achieve their goal. c) Advocacy Program staffs have clear advocacy direction and strategies. d) Supervise the Managers of Development Issues Program, Land and Livelihoods Program, Research and Information Center and Environment Program as well as the Gender Officer, including the provision of leadership and direction to the relevant staff. e) Strategic advocacy direction and lead in overall coordination of planning, monitoring and implementation of the advocacy program in consultation with ED. f) Good staff motivation g) Appraise and advise Managers for future improvement and development h) Assist ED in the representation tasks. The duties of The Deputy Executive Director (in charge of program) are as follows: 1. Supervision a) Directly supervise the Managers of Development Issue, Land and Livelihood, Environment Program the Research Information Centre as well as the Gender Officer. b) Coordinate the development of a system for regular internal monitoring of the program and advise managers on any necessary changes to activities, logical framework, and budget to ensure result-based management. c) Use the Coordination Committee as one of monitoring mechanisms to ensure an effective program advocacy management and coherence across programs.
Coordinate other meetings where necessary for monitoring and advocacy strategy purposes. d) Monitor the implementation, amendment and development of the NGO Forum Action Plan and the Strategic Plan if necessary. e) Check and edit of all NGO Forum’s communication and public documents such as letters, speeches, NGO statements, research reports and other advocacy publications as well as all progress reports of the three programs. f) Ensure the gender is mainstreamed to all the Program of the NGO Forum and ensure the recommendation on the gender is implemented. 2.
Planning, Monitoring, Evaluation and Reporting a. Coordinate the Program Managers to develop and revised action to respond to the needs of advocacy work of the NGO Forum and members. b. Assist the Executive Director to manage the process of strategic planning, project planning and budgeting, to ensure that plans of the program are well coordinated and completed in a timely manner. c. Coordinate preparation and consolidate quarterly, six-month, annual and other progress reports of the program in timely manner and in response to donors’ demand. d. Provide technical advice and inputs to supervisees especially with regard to project planning, budgeting, monitoring and advocacy technique and directions. e. Conduct field monitoring and participate in NGO Forum project work if necessary or desired, in order to observe or cross check program activities. f. Track and ensure the implementation of agreed recommendations in the latest evaluation(s) and gender mainstreaming assessment in the program implementation. g. Coordinate the DIP, LLP, RIC and ENV programs to ensure the revision of the action plan to meet with our advocacy objectives, circumstances and response to the budget availability. h. Monitor the overall program advocacy activities through regular monthly staff, coordinating committee and mechanisms. i. Organize annual program reflection to ensure all programs reflect their advocacy performance in order to improve the future program advocacy implementation. j. Ensure the media alert before the NGOF public event and a brief update on the result after the events and upload on the NGOF’s website.
3. Budget Management and Monitoring a. Monitor overall programs action plan budget implementation to ensure the budget is spent effectively in line with advocacy plan. b. Work with DED-Operation to ensure the budget is allocated according to the advocacy needs and ensuring the budget is implemented according to the budget plan. c. Assist the ED on the design and implementation of a fundraising strategy. d. Approve the advocacy programs budget expenditures necessary for the implementation of the relevant Action and Budget Plans. e. Where delegated by the Executive Director, authorize payments for NGO Forum activities on the Environment, Development Issues, Land and Livelihoods Program and Research and Information Center Program in accordance with the approved Action Plan and budget and sign on the cheque as the delegate by ED. 4. Core Project Activities a. Assist ED in coordination for the draft agenda of NGOF member meetings such as the Annual General Meeting, Quarterly Meeting to ensure members are up-to-date on the NGO Forum program implementation. b. Advice the Program Manager to ensure that they have sufficient evidence based information which including research, investigations and others for effective advocacy. c. Ensure the distribution of the NGO Forum publications and development of websites to raise awareness and credibility of NGO Forum. d. Check correspondence from programs to potential donors, governments and other agencies before the Executive Director signature to ensure protocol and meaning is completed. e. Join the Management Committee Meetings and rotate with Head of Operation in taking minutes at Management Committee meetings and assist Executive Director in implementing Management Committee decisions relating to internal operation. 5.
Human Resource Development a. Ensure that staff has effectively capacity to implement their tasks as stated in the Job Descriptions. b. Ensure the DIP, LLP, RIC and ENV staff have leadership, motivation and moral to the organization. c. Appraise all Managers and conduct management performance appraisals to all program staffs to ensure they achieve optimum expectations.
d. Ensure good team atmosphere and staff motivation across advocacy programs 6.
Other tasks a. Where requested by the Executive Director, or in the absence of the Executive Director represent or assist the Executive Director in representing the NGO Forum as followings: meet with visitors to the NGO Forum, speak on behalf of the NGO Forum at local and international gatherings, and present the NGO Forum on external NGO committees and advocacy campaigns. b. Assist the Executive Director in other tasks as requested.
Date Assigned to this Position_____________Date of Next Appraisal______________ Measures of performance: Tasks as described in Job description Name of Staff: _________________
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Executive Director Name______________
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Required Qualifications: • Masters degree in relevant field, 5 years experience in management, planning, monitoring and evaluation of development projects, or relevant Bachelor’s degree with 8 years experience as above. • Excellent organisational management skills. • Excellent writing skills in both English and Khmer. • In-depth Knowledge of advocacy techniques and strategies. • Good knowledge of the development issues affecting Cambodia. • Good understanding of the role of NGOs in civil society. • Good understanding of the different impacts of development on women and men. • Team player, with good interpersonal skills. • Familiar with standard computer applications, Khmer font typing skills also desirable. • Not affiliated with any political party, nor holding any government position. Competences: • • • • • •
Leadership and Management Customer Awareness Delivers results under pressure. Staff management and development Reliance. Strategic thinking, analysis and judgement.
Female applicants will be given special consideration.