Job opening – coordinator needed
Martin Ennals Award Coordinator (part-time)
Terms of Reference
Part-time 60 % (3 days per week, flexible)
Based in Geneva, Switzerland
Reporting to the Board of the MEF
Languages: Fluent French and English
Start date: June/July 2019
The Martin Ennals Foundation (MEF) enhances the visibility and protection of human rights defenders and builds awareness and recognition for their work, through visibility, publicity and support, principally by granting the annual Martin Ennals Award (MEA). The MEF Board has embarked on a process of restructuring in order to further develop the scope of activity in line with the MEF mission. This includes engaging more systematically with and for past laureates, while at the same time improving communications and strengthening the MEA’s presence and visibility in Geneva. This strategic perspective requires an increase in capacity and resources. A small new team of part-time posts will be entrusted to implement the necessary change process.
The MEF has a Board of up to 12 members, led by a Chairperson elected by the Board. It includes a Vice-Chairperson, a Secretary and a Treasurer who together make up the Governance Committee that is entrusted with overseeing the routine business of the Foundation. The Coordinator is the executive arm of the MEF working on a part-time basis until additional resources can be found to strengthen staff capacity. Other staff include (as at June 2019) a Communications Manager and a Programme Officer (also part-time positions).
Organisational setting and reporting relationships
The Coordinator reports to the MEF Board. Functional oversight rests with the Chairperson assisted by the Governance Committee. The Coordinator communicates freely with Board members as required, particularly with the Governance Committee.
Within delegated authority (see section B), the Coordinator is responsible for the following:
- Planning, steering and programme implementation
Coordinate the work of the Foundation and implement the Foundation’s activities with the overall perspective of delivering a high-quality Award event, leading the implementation of the MEF’s strategic framework. This includes organising the Award ceremony in coordination with the City of Geneva, liaising with the Jury, arranging for international advocacy with Finalists, and maintaining contact and support to past Laureates. The Coordinator ensures effective internal communications between MEF staff, consultants and the Board.
- Fundraising and donor relations
With guidance and support from the Board, develop and implement a robust strategy for raising resources that assures sufficient funds are available to carry out planned activities, short- and long-term. Develop and strengthen relationships with current donors and soliciting new ones; draft and submit funding proposals, follow-up actively and systematically on all resourcing matters including reporting.
Ensure close liaison with the Communications Manager, keeping abreast of developments particularly in relation to aspects touching upon the preparation for the yearly Award event, and in matters of resource mobilisation and donor relations. Support active development of the MEA brand by the Communications Manager, via the Website, audio-visual materials, media and other external links.
- External relations and partnerships
Represent the MEF in all daily relations with a wide variety of stakeholders and partners including the City/Canton of Geneva, donors, the Jury, NGOs on the Jury and the Regional Panels, Laureates, final nominees, academia, filmmakers, consultants and the media, in close consultation with the Communications Manager as and when appropriate. Act as the secretariat for both MEF and the Jury in particular to support the Chair of the Jury.
- Administration and finance
Direct the day-to-day running of the MEF, ensuring that administrative records are maintained and updated as necessary. Maintain up-to-date records of former Laureates and Patrons. Produce agendas and minutes of meetings in a timely manner. Manage relations with the landlord. Handle correspondence and inquiries. With guidance from the Chairperson and the Treasurer, manage all financial matters by monitoring the budget, ensuring expenditure aligns with the budget and income and is systematically recorded to audit standards; and carefully regulating all payments and related financial transactions and reporting, as required, to the Board. For many of those tasks, the Coordinator will be assisted by a Programme Officer.
Supervise MEF staff (currently – June 2019: Communications Manager and Programme Officer). Dependent on income, and subject to the approval of the Board, recruit and provide guidance and supervision to staff, interns or volunteers.
- Other duties
Take on other related duties as directed by the Board.
1) a current CV and
2) a motivational cover letter of 500 words
to firstname.lastname@example.org by 26 April 2019. Interviews will take place between 7-10 May 2019 in Geneva, Switzerland. Only shortlisted candidates will be contacted.
DELEGATION OF AUTHORITY
This section outlines the authority delegated by the MEF Board to the MEA Coordinator. In supplementing the Coordinator’s job description, it addresses areas of specific delegation to enable accountable, effective, and efficient management; and representation of the MEF. It is consistent with the MEF’s financial procedures.
- The Board determines the MEF strategic and policy framework. It provides the authority to the Coordinator to manage the operational, budgetary, staffing, property and other resources of the MEF within this framework.
- The Coordinator may incur expenditure as provided in the approved budget. S/he is under general instruction not to incur expenditure unless funding has been received or sufficiently committed and not to expose the organisation financially.
- The Coordinator is:
- Delegated the authority to solicit donors for funds and sign agreements with them, providing this falls with the Donor Acceptance policy. Donor proposals which fall outside the donor acceptance policy would require consultation and approval from the Governance Committee, which may decide to involve the Board as a whole;
- Delegated the authority to commit and incur expenditure up to CHF 5,000 in excess of approved budget lines provided there is sufficient funding under the specific line;
- Required to seek approval from the Board’s Governance Committee prior to the commitment of expenditure in excess of CHF 5,000 beyond the approved budget or for activities not foreseen in the budget;
- Required to seek sign-off from a member of the Board for his expenses, in cash and by credit card.
The Coordinator will provide monthly updates to the Governance Committee on her/his activities and the state of financial affairs. Accounts will be provided quarterly including information on income and expenditure and variances from budget.
This Delegation of Authority will be reviewed annually to ensure it remains relevant to the circumstances of the day. The Board at its sole discretion may revoke this Delegation of Authority or any part thereof with due process at any time.
Geneva, April 2019