Board support and Governance Coordinator 365 views0 applications

Description de l’offre d’emploi

MÉDECINS SANS FRONTIÈRES/DOCTORS WITHOUT BORDERS (MSF)

Médecins Sans Frontières/Doctors Without Borders (MSF) provides life-saving emergency relief and longer-term medical care to some of the most vulnerable and excluded communities around the world. As an international medical humanitarian organisation, we deliver care based only on need, regardless of ethnic origin, gender, religion or political affiliation.

MSF has around 40,000 local and international staff working in over 70 countries, in some of the most challenging places in the world. Our medical humanitarian projects are supported by teams in 32 countries, including the MSF West and Central Africa, spread across Europe, North and South America, Asia, Africa and Australasia.

MSF WACA (West and Central Africa) was created in 2019 and aims to bring a change in the dynamics of the MSF movement. WACA is driven by doctors and humanitarians of MSF from West and Central Africa who wish to be heard, to contribute and above all to proactively assume responsibility for the humanitarian mission of the organization. WACA reflects an identity of humanitarians, an aspiration for MSF, a truly inclusive movement of people who share the values of empathy for others. Its strength is based on associative fiber is amplified by concrete operational objectives.

we are recruiting a :

Job Title: Board support and Governance Coordinator

Department: Office of the Executive Director

Hours: 40 hours per week (Full Time)

Reports to: Board President

Location: in Abidjan, Ivory Coast or Abuja, Nigeria MSF WaCA Office

Duration: Fix-Term contract 18 months with possibility to renew

JOB PURPOSE

This role within the Office of the Executive Director and provides direct support to the Board Chair and Board as a whole, to the Executive director on board liaison issues and coordinates with Executive Directors Assistant. The principal role is in ensuring the overall good functioning of MSF WaCA’s Board, and governance oversight. The role is key to enabling the smooth and efficient preparation and running of Trustee meetings, ensuring MSF WaCA’s compliance with laws, regulations, contracts, board decisions and internal policies relevant to a registered charity and a limited liability company.

MAIN DUTIES AND RESPONSIBILITIES

Governance policy and support to Trustees

• Maintain and assure regular review of MSF WaCA’s governing instruments (eg, Articles of Association, ToRs of Board members, policies, role and tasks repartition of the Board Members (committee, working group and ad hoc responsibilities), Statutes, Internal rules etc.).
• Coordinate Board Members recruitment and succession planning, including facilitating induction of new board members, skills audits.
• Facilitate the use of the skills and interests of all Board members, keeping the board aware of training opportunities and arranging trainings as requested.
• Implement the WaCA Board of Trustee Conflict of Interest Policy.
• Remain up to date on developments in the MSF WaCA Board, its sub-Committees, WaCA partnership and MoUs, WaCA executive and MSF International.
• Remain up to date on best practice in West and Central Africa Charity and governance requirements and in MSF governance requirements and best practice.
• Be the focal point for all WaCA Trustees
• Work with the Executive Director to ensure that MSF WaCA staff and members understand the role of the Board, and manage requests and information sharing between the Board and Executive.
• Populate and maintain any relevant pages on MSF’s website (public and association) and internal portal (Sharepoint)
• Arrange regular (annual) board evaluations (self or external) and work with Board Chair to track progress on points of learning.

Compliance with rules, regulation and internal policies

• Maintenance of all Board Records, including Terms of Reference, meeting minutes and any delegated authorities using the appropriate tools (eg, SharePoint).
• Custody of registers, minute books and records – collate and make available relevant information in a systematic and sustainable manner to support the health of institutional memory.
• Custodian of all governing documents, including the Articles of Association, and MSF International statues and any internal rules.
• With the Head of the Executive Office and Company Secretary, ensure compliance with external rules and regulation:

o Maintenance of company registers and any other relevant records, ensuring they are available for inspection where and when necessary.

o Maintenance of a list of members who are entitle to notices of meetings and other documents

• Coordination of trustee accountability and engagement at the annual general meetings with the Association Coordinator / Public Engagement team, including assisting in the smooth and efficient running of the Annual General Meeting (including associative meetings).
• Ensure, together with the Association Coordinator / Public Engagement team, MSF WaCA representation and accountability in partnership MSF OC and International Associative-Board projects
• Any other Company Secretarial tasks, as delegated by Director Executive

Ensuring good function of the Board and Committees

• Build and maintain the Board’s annual calendar and annual plan.
• Support the preparation and running of WaCA Board and Sub-Committee meetings (working with the Board President and Committee leads as appropriate)
  • Issuing meeting notices,
  • Support the President and Executive Director, or where relevant Committee President and Head of the Executive Office and Company Secretary, in the preparation and coordination of agendas, ensuring that international, operational, associative and executive topics are included and aligned to enable well-informed and timely decision making.
  • Work with the Executive Assistant to ensure that Board and Executive agendas are aligned and decision logs up to date and readily accessible.
  • Collating, monitoring quality and sharing information before meetings (including keeping trustees updated between meetings) and monitoring systems for information gathering and sharing,
  • Ensuring logistics/ smooth and efficient running of the board and committee meetings (ensuring inclusive access)
  • Taking minutes of all Board and Committee meetings, tracking action lists and managing the approvals process.
  • Manage the logistics of meetings (ensuring inclusive access) arranging additional support where required.
• Facilitating approval from the board outside of Board meetings as agreed by the President
• Support the President to achieving healthy board discourse between all trustees, the executive and other parts of the MSF movement.
• In close collaboration with the Association Director and treasurer of the Board, build, maintain and monitor the Association Budget.

Support to the President of the WaCA Board

• From time to time, support the preparation of presentations, speeches, dossiers and other internal and external documents.
• Support the president of the MSF WaCA Board of Trustees in administrative tasks as required. For example, correspondence, expenses, travel needs and briefings.
• Keep secure and organised all correspondence, other relevant documents and any sensitive or confidential files.
• Any other tasks as may be assigned from time to time

Pré-requis du poste

PERSON SPECIFICATION

Essential

• Experience and knowledge on MSF/INGO governance practice
• Ability to work independently to create a framework to accomplish the goals of the position that invites the participation and incorporates the voices of multiple groups with MSF WaCA.
• Exceptional written communication skills with the ability to edit a range of documents.
• Ability to synthesize complex and sensitive material accurately to produce articles for internal publication.
• Strong interpersonal and diplomacy skills.
• Strong computer literacy, in particular the Office 365 suite, for production of written material, management of a SharePoint site and budget management.
• Outstanding proven time management, organisational and people management skills.
• Keen attention to detail with ability to track multiple projects at one time and the ability to prioritise ongoing vs. immediate needs appropriately.
• Excellent judgment and diplomacy.
• Genuine interest in and commitment to the humanitarian principles of MSF, and the Association Governance structure.
• Available to work either in MSF WaCA Abuja Office, Nigeria or Abidjan Office, Ivory Coast.
• Fluent English and French mandatory
• University Diploma education level

Desirable

• Experience in West and Central Africa charity of regulatory sector.
• Several years of experience in an executive position that has interfaced with a Governing Board