Governance Coordinator , Family for Every Child

Governance Coordinator  Location:  Flexible, working from home anywhere in the world   Contract type: Permanent, full time position   Grade:   F   Salary: £29,936­£31,874   Reporting to:  Head of Membership Support   Job Purpose:   To coordinate and provide all aspects of support to ensure effective operation ofFamily’s governance arrangements? supporting the CEO, Company Secretary and primary bodies of the alliance, namely the Assembly of Members, the Board and its sub­committees, and the Senior Leadership and Management Teams (SLT/SMT).   Scope and Limits of Authority:  This role does not have budgetary or line management responsibility. However the role works closely with senior staff and Board members.  Key Responsibilities:   Governance  Work with the Head of Membership Support to plan and prepare the annual schedule of governance meetings (Board, sub­committees, SLT and SMT) and report deadlines, liaising with members, the Board and across the Secretariat as appropriate Coordinate and service governance meetings including the General Assembly business meeting (annual gathering of members), Board meetings, sub­committee meetings and SLT and SMT meetings including: preparing agendas, organising venues, arranging catering and equipment requirements, ensuring travel and accommodation requirements are met, circulating briefings, collating reports, taking, producing and circulating minutes and following up actions. This includes attendance at the General Assembly. Work with the Head of Membership Support to coordinate the event planning for the annual General Assembly, ensuring all necessary event planning has taken place, including venue booking, agenda planning, booking of travel and accommodation and ensuring that delegates are well supported during the event Act as a main point of liaison for the President and Trustees to ensure efficient communication and the provision of administrative support, identifying Trustees’ information and development needs and finding ways to meet these Liaise directly with other stakeholders in Family's governance structures in relation to general queries, governance, expenses, meeting logistics and the provision of accessible information, as well as acting as a point of contact for Assembly of Members Promote good governance practices among staff Significantly contribute to the periodic review and continuous improvement of governance systems and processes Ensure that governance records (such as records of Trustees and committee members' terms of office, Trustee declarations of interest etc.) are kept up to date Administration Provide administrative support as required to the Chair and President to deliver their duties for Family Support the CEO in terms of diary management, travel logistics and setting up virtual meetings with Board and members Provide administrative support to the Head of Membership Support Support the Business Support Manager with the development and operation of organisational planning, monitoring and evaluation and reporting processes  Establish and maintain as appropriate, efficient office and administration systems, including records management and filing in line with recommendations made by senior management Undertake any other reasonable duties or projects as required to support effective administration across the organisation. Person Specification:   Knowledge and experience   Essential Degree standard of education or equivalent qualification evidencing a strong written ability Demonstrates relevant knowledge/experience of supporting charity governance processes Experience of effective communication at all levels across an organisation Experience of report/minute writing. Desirable Demonstrable experience of administering and improving organisational processes such as planning, monitoring and evaluation. Skills and personal attributes Highly organised and self­motivated, able to manage and deliver on multiple concurrent tasks Able to work independently Able to work under pressure Respectful, empathetic and supportive approach to work which acknowledges the challenges national civil society organisations face in their day to day work Experience of working in a multicultural setting, ideally in more than one language, demonstrating understanding of working internationally, would be highly desirable Flexible, willing to contribute to other streams of work (as is frequently required in a small organisation) and adaptable? able to tolerate delays, problem solving Able to negotiate and achieve positive outcomes when difficulties arise Reflective, and willing to learn from experience Flexibility to work across time zones, including at least 2 hours per day between 9am and 12.30pm GMT and occasionally at weekends Willing to adhere to our child protection, whistleblowing and anti­bribery policies Willing to travel when needed (up to a maximum of 3 weeks per year to attend the staff Away Day, General Assembly and other member events) Excellent command of English (oral and written) is a must, but working knowledge of Spanish, Portuguese, Russian, Arabic or French is appreciated. About us   We are Family for Every Child, a global alliance of national civil society organisations working together to improve the life of vulnerable children worldwide. We believe that, to reach their full potential, children have the right to grow up in a safe family environment.   What makes our alliance unique is that it brings together grassroots organisations from around the world that have a deep understanding of the local challenges and needs of children and families in their communities, in their countries, in their culture. Together, we have a stronger international, regional and national voice to advocate for change for the children in their countries, we learn from each other, we cooperate in projects together and with external partners, and we carry out context­based research that helps us advance our cause for children.   Our work is supported by a small but engaged and diverse team of professionals based around the globe. ?We value the diverse talent within our team. We have a genuinely friendly and supportive culture and understand how important it is to balance work and life. Our people are committed to doing their best and welcome the challenges and development opportunities our work creates.   We are now looking for a Governance Coordinator to join our team to support the various governance processes and activities that are involved with the operation of our member­led alliance.   About the role   The role supports coordinating Family’s governance arrangements, providing administrative support to the primary bodies whose function contributes to the effective governance of the alliance, namely the Assembly of Members, the Board and its sub­committees, and the Senior Leadership and Management Teams (SLT and SMT).   This is a critical coordination role, ensuring that key meetings and events throughout the calendar year are well prepared, coordinated and minuted, with responsibility for pre­meeting communications and ensuring that attendees are effectively briefed. Meetings include the General Assembly, face­to­face and virtual Board and sub­committee meetings, as well as SLT/SMT meetings and other significant meetings that arise throughout the year.   Working closely with the President, Chair and CEO to ensure that they have the information and support they require to prepare for key meetings and to deliver their duties, this role supports these individuals with communication drafting as required.   Reporting to and working with senior management to ensure the organisation’s compliance with its statutory legal requirements, this role supports key strategic processes such as organisational strategy development, monitoring and evaluation, and reporting.   About you   This role is best suited to an individual who has worked within a senior administrative role and has experience of servicing high level, confidential meetings and organising events including liaison with external suppliers.   You will have a ?collaborative and flexible approach to your work, and be confident liaising with a variety of senior stakeholders. With exceptional communication, negotiation and influencing skills, you will be proactive and committed to ensuring successful outcomes.   You will be willing to work outside of designated working hours to allow for the collaboration with colleagues located in different international time zones.   Excellent command of English (oral and written) is a must, but working knowledge of Spanish, Portuguese, Russian, Arabic or French is appreciated.   This post has a flexible location and we particularly welcome applicants who can broaden our global reach.   Family for Every Child is evolving and with an ever increasing membership the role of the Secretariat has to adapt and respond to the changing needs of the members. This has an impact on each and every role within the Secretariat, therefore flexibility is key and the ability to respond to change, shift responsibilities and work collaboratively underlines the approach all staff need to take.   Employment is subject to a probationary period.   Benefits We offer a flexible working environment with generous benefits to support your work and personal life:  33 days annual leave (including UK bank and public holidays), with additional days off between Christmas and New Year TOIL for additional hours worked beyond a full time week 7.5% matching pension contribution (or cash allowance) and life assurance a generous training budget and study leave days to help you develop to your full potential enhanced sick pay, maternity pay and redundancy pay support to establish a remote working environment including provision of IT equipment How to apply   If you believe you are the person we are looking for, we want to hear from you! Please visit ourwebsite to read the full Job Description and complete the online application form.   In line with our Child Protection policy, candidates will be asked about Child Protection in the interview, and appointment is subject to background checks.   Please note that you must have the right to work in the country that you intend to work from. Family for Every Child does not provide work permits.