Executive Officer, ITREB Tanzania @ Aga Khan Development Network

Job Summary

The position

The Executive Officer (EO) is the senior-most member of the ITREB Tanzania staff, who supports and facilitates the board members to achieve the strategic/ End of Term Report (ETR) goals and fulfilling the board's constitutional mandate.

Reporting to the Chairman and Honorary Secretary of the Board and working closely with the Board Members, the EO plays a central role in the conceptualization, effective planning and implementation, impact assessment and reporting of the Board’s programmes and activities.

The EO works collaboratively with the National Council, Central Institutions and The Ismaili Muslim Charitable Trust (TIMCT), and liaises with other ITREBs, Institute of Ismaili Studies (IIS), Department  Institutions (DJI) and other AKDN institutions on behalf of ITREB-Tanzania. EO is also responsible for ITREB’s financial management and DJI reporting.

The EO provides direction to all ITREB’s academic and administrative staff and is responsible for their performance and professional development. As a leader, the EO inspires and motivates staff to be self- driven, high-performing individuals and acts as a role model.

The Executive Officer will be based in Dar es Salaam, Tanzania.

KEY DUTIES AND RESPONSIBILITIES
To fulfil this role, the EO shall undertake the following tasks, responsibilities, and deliverables:

Programmatic Management, Support & Oversight

• Support board members and staff to conceptualize programs and initiatives to address the needs and achieve the mandate of ITREB Tanzania.
• Work with the board members and teams to effectively implement programs and initiatives to attain targets and benchmarks of quality and access, especially relating to the provision of religious education to various segments of the Jamaat.
• Monitor the implementation of the annual operating plans across the various portfolios and areas of activity. Evaluate their impact, make recommendations and propose / take corrective actions as appropriate.
• Responsible for maintaining credible and updated Management Information Systems in respect of the functions of ITREB and provide analytical reports, enabling better awareness as well as newer initiatives taken by the Board. 
• Maintain a credible Access and Impact reporting process, and provide analytical reports, enabling better assessment for ongoing and new initiatives.​​​
• Serve as the interface between the volunteers and staff and manage efficient resource utilization.

ITREB Secretariat Management:

• Organize and participate in Board meetings. Ensure timely preparation and circulation of meeting agendas and minutes, and follow-up on Board decisions and on matters that arise.
• Participate in / contribute to the development of strategic plans. Translate the strategic goals into operational plans, programme activities, financial budgets, and other performance metrics. Oversee the preparation of the annual objectives, strategies, and budgets (OSB).
• Engage regularly with board members and teams, understanding goals and timelines, helping to resolve challenges and escalating issues and need for leadership support in a timely and organized manner. Ensure the periodic evaluation of key programs.
• Prepare regular and annual reports for the Board and for onward transmission. Serve as the institutional memory and the point of reference for the continuity of the ITREB’s work. Coordinate the transition / handover process from one leadership team to the next.

​​​​​​​Human Resource Management:

• With support from the Chairman, streamline staff structure and staff deployment.
• Encourage the continuing professional development of staff.
• Ensure the implementation of human resource policies.
• Empower staff, establish best practice driven processes, delegate responsibilities and oversee the staffs’ performance.
• Make recommendations concerning recruitment and/or replacement of staff.
• Draw on the expertise of TKN volunteers and other experts

Required Skills

Skills and Qualification:

Institutional Collaboration:

• Work collaboratively with the National Council and Central Institutions to achieve strategic, programmatic and administrative synergies.
• Collaborate with Head of Finance, TIMCT on financial policies, budgets, financial reporting and audits. Responsible for ensuring that the approved budgets are adhered to.
• Serve as the point of liaison for the Grants and Review Board on HR and program audits.
• Ensure timely and accurate reporting of access, impact and all other reporting requirements set by DJI, IIS and other institutions.
• Develop and sustain relationships with the Department of Institutions, the Institute of Ismaili Studies, AKDN agencies in-country and outside and with other ITREBs internationally

Others:

• Under the direction of the Chairman ITREB, be a point of reference and consultation the matters of religious practices and other areas of ITREB’s work.
• Provide support to the Chairman on confidential matters and special projects.
• Stay abreast of external and internal issues and trends that may potentially impact the work of the Board.
• Working with the Head of Finance, TIMCT and the Assistant Financial Officer, ensure ITREB’s adherence to financial policies and procedures (i.e. financial discipline, accountability, cost management, record-keeping, transactions, procurement, asset and inventory management).

PROFILE: QUALIFICATIONS, EXPERIENCE AND ATTRIBUTES

• A master's degree or equivalent, preferably in Humanities, Education or Islamic Studies. Additional qualifications or experience in Education administration, HR management, Organizational development and/or Accounting & Finance will be an added advantage.
• The candidate should be a senior professional with 7+ years of experience in strategic planning or management, preferably in an education or non-profit context. The candidate should have the skills and maturity to lead the Board’s professional staff and to represent the ITREB in various fora. The role requires strengths in strategic thinking and operational management.
• Exposure to IIS trainings (IWTP, GPISH, STEP, short courses, or others relevant Islamic studies trainings) will be an advantage. Experience with the system, either as a volunteer or professional, is highly desirable.
• Fluency in English is essential.

The following attributes and skills are essential:

• Familiarity with and empathy  including cultural diversity.
• Good interpersonal skills in dealing with senior leaders, volunteers and staff in the system and the wider network. 
• Demonstrated experience in successfully managing teams and/or projects.
• Capacity to effectively build, lead and motivate teams, fostering collaboration and teamwork.
• Well-organized, self-motivated, able to multi-task, pays attention to detail, a “can do” attitude and a problem-solving mindset.
• A track record of planning and delivering projects and results within deadlines. 
• A proven ability to identify best practices.
• Good analytical and financial skills. 
• Excellent written and verbal communication and presentation skills. An ability to articulate papers/reports that are concise and coherent.
• Comfort in working with computing, information and communication technology.

Professionalism and Dispositional Qualities:

• Personally committed to the Institutions’ mission, value, and ethics.
• Possess an understanding and appreciation of institutional processes, including voluntary leadership.
• Approach executive responsibilities with the highest degree of personal and professional integrity, empathy, and sensitivity, handling confidential matters discreetly.

Travel and Schedule:

The role requires travelling, and on occasions working weekends and evenings.