Islamic Relief Worldwide

Job Description

JOB TITLE / ExecutiveOfficer
BASE LOCATION / Birmingham, UK
PURPOSE OF UNIT / The Chief Executive’s Office will provide leadership and direction to enable Islamic Relief to fulfil its statutory purposes and functions, and to achieve its agreed strategic aims and objectives.
JOB PURPOSE / To assist the Chief Executive Officer by providing executive support, policy advice, research, and administration for the Board of Directors, and developing clear channels of communication with key professionals internally and externally.
REPORTING TO / Chief Executive Officer
LINE MANAGEMENT RESP. / Consultants, Volunteers and Interns

Position of Role withinthe Organisation

KEY OBJECTIVES

  1. To enhances CEO’s effectiveness by providing information management support; representing the CEO to others.
  2. To work closely with CEO to provide policy support, ad hoc research and group support duties for the Board of Directors.
  3. To provide clear channels of communication with key professional relationships internally and externally.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The job holder is required to fulfil his / her responsibilities and accountabilities in line with Islamic values and principles. He/she will enhance the CEO’s effectiveness by:

  1. Providing day-to-day administrative support to the CEO:
  • Providing administrative support on a wide variety of complex issues.
  • Briefing the CEO for all internal and external meetings and media appearances e.g. preparing briefing notes, presentations, drafting speeches etc.
  • Dealing with complex correspondences and emails efficiently and to a high standard.
  • Handling confidential information to avoid negative impact on the organisation’s operations, performance, or values.
  • Showing a high degree of professionalism in the day-to-day management of the CEO’s office.
  1. Providing administrative support to the Board of Directors.
  • Co-ordinating the Board of Director meeting and other executive meetings.
  • Developing and maintaining systems and procedures for effective running of, and follow up from, the Board of Directors meetings.
  • Managing the collation and distribution of papers prior to meetings.
  • Ensuring all materials for meetingsis prepared in a timely manner.
  1. Representing the CEO to others by:
  • Attending internal/external meetings in the Chief Executive’s absence.
  • Liaising and networking with external organisations to promote the interests and present the positive face of IR.
  • Responding confidentially to correspondence received.
  • Maintaining tact and discretion with organisational stakeholders and the public.
  1. Preparing a range of reports, speeches and correspondences including:
  • Reports and executive summaries of lengthy reports.
  • Formal correspondences and emails efficiently and to a high standard.
  • Writing full minutes of meetings and recording discussions and action points.
  • Writing and editing speeches.
  1. Establishing clear channels of communication with key professional relationships internally and externally
  • Establishing and maintaining effective working relationship and acting as an intermediary for a variety of personal and group communication between staff, visitors and Directors.
  • Distilling and disseminating information to all relevant parties.
  • Providing the CEO with regular updates of current organisational developments and requirements within the voluntary sector.
  1. Miscellaneous
  • To proactively promote and foster a culture in which Islamic principles, values and approaches which are adopted by IR are consistently respected, applied and complied with in the delivery of the country / division / unit objectives and in the conduct of its employees.
  • Responsible for maintaining own professional development.
  • To comply with IRW’s policies and procedures in undertaking the above roles and responsibilities.
  • Performing other related duties incidental to the work described herein.

PERSON SPECIFICATION

Essential Requirements:

  • Commitment to IR’s vision, mission and values.
  • Excellent organisational, writing and interpersonal skills includingan ability to summarise complex information.
  • Ability to use initiative in challenging situations.
  • Shows discretion and maintains confidentiality.
  • Research skills.
  • Skilled user of Microsoft Office, including Power Point.
  • Ability to work under pressure to tight deadlines and coordinate the input of others.
  • Exercises sound judgement and decision-making.
  • Strong communication skills which delivers complex information accurately and with clarity in a wide range situations.
  • Ability to contribute to group discussions in thoughtful manner.
  • Represents the organisation and the CEO’s office in a positive manner.
  • Demonstrates the flexibility and energy required to the reach the goals and targets that are set in a dynamic organisation.
  • A willingness to work outside normal office hours.
  • Qualified to Degree level or equivalent.

Desirable Requirements:

  • Knowledge and understanding of the voluntary INGO sector and its business support needs.
  • Some experience of staff management.
  • Innovation and creativity.

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