Executive Director - Rays of Hope Centre

Rays of Hope Centre, an NGO that provides welfare, shelter and educational support to marginalised, non-schooling youngsters and street-connected children in major Urban areas in Greater Accra, including Ashaiman, Tema and Dodowa

Position Summary

The Executive Director is responsible for providing overall management leadership to the service delivery, human resources, financial and information components of Rays of Hope centre. The Executive Director is also a resource to the Board of Directors.

Duties & Responsibilities

The major responsibilities of the Executive Director comprise the following:

1. Resource to the Board of Directors

• Report to the Board of Directors on the progress of the organization in achieving stated outcomes by providing a written and verbal report to the board at regular intervals.
• Assist the board through the provision of reliable and timely information.
• Prepare background information as required by the Board of Directors on issues related to strategic planning, formulating/revising board policy, monitoring performance and ensuring financial stability/ sustainability.
• Inform the Board of Directors of the overall operation and performance of the organization
• Facilitate the planning and organization of meetings.

2. Compliance with Legislation and Policy Requirements

• Identify relevant requirements in legislation and regulations that pertain to the NGOs and ensure compliance.
• Ensure that operational policies and procedures are in place to respond to the requirements specified in legislation and regulations.
• Inform the Board of Directors of the outcomes of any regulatory processes applicable to the organization.

3. Risk Management

• Ensure and maintain appropriate insurance policies and coverage.
• Inform the Board of Directors of situations that could potentially create liabilities for the organization.
• Develop and implement a risk management policy and plan.

4. Operational Management

• Develop and implement an annual operational management plan that supports the strategic directions for the organization as stated by the Board of Directors.
• Oversee and direct the day-to-day operations of the Team in accordance with established legislation and operational policies and procedures.
• Ensure that all operational policies and procedures manuals are complete and up to date and that all staff have proper orientation and training in this area.
• Develop, implement and monitor an organizational design that enables the organization to achieve its mission, mandate and strategic directions.
• Chair staff team meetings.
• Develop and recommend a management succession plan.

5. Management Priorities and Outcomes

• Monitor and evaluate the results achieved against specified outcomes (as they are determined) in the areas of service delivery, finance, human resources, information and operations.
• Identify variances from established outcomes and ensure that corrective action is taken.

6. Service Delivery Management

• Ensure that programs and services reflect the mission and values of the organization.
• Define goals and objectives for the programs of the organization, and facilitate the successful completion of goals and objectives to ensure success.
• Evaluate programs regularly to ensure that they meet quality standards of the organization.
• Work in a collegial relationship with the Department of Social Welfare and other relevant agencies and departments.
• Raise the profile and increase knowledge of ROHC through internal and external sources.

7. Human Resources Management

• Provide supervision to the directly supervised staff.
• Provide professional guidance to directly supervised staff in the resolution of concerns and problems.
• Provide a positive, fair and learning environment within the organization.
• Review job descriptions to reflect responsibilities, authority and accountability.
• Ensure that all staff have orientation and training to carry out their responsibilities.
• Ensure that confidential employee files are maintained with up-to-date information.
• Conduct probationary and annual job performance evaluations of directly supervised staff.
• Respond to staff complaints in an effective and timely manner.
• Research specific needs and develop an annual staff training plan.
• Encourage and promote active participation of staff at all levels in planning, policy development and operations.
• Implement disciplinary action for directly supervised staff according to the policies and procedures of the organization.
• Terminate staff when required with consent from the board of directors

8. Financial Management

• Direct the preparation of annual budgets for programs and submit these for approval by the Board of Directors.
• Ensure funding expenditures are within the approved budget.
• Monitor the financial stability and viability of the organization and identify any variances/issues to the Board of Directors
• Monitor and control expenditures to ensure fiscal viability without compromising fundamental mandates.

9. Information Management

• Ensure that all components of the information management system (hardware, software and people)  or cloud resources work cohesively towards the achievement of the information needs of the organization.
• Monitor the quality and overall accuracy of the information systems  if in place.
• Plan and recommend areas of growth with respect to the information management system.

10. Physical Facilities Management

• Manage any owned and leased facilities contracts.
• Ensure that appropriate and safe working conditions exist to enable staff to carry out their duties.

11. Communications Management

• Act as the primary spokesperson for the organization in dealing directly with the media as per board policy and maintain a sound working relationship with the media using every opportunity afforded to bring the services programs offered by the agency to the public’s attention in a positive and proactive manner.
• Maintain regular communications with staff.

Required Skills or Experience

The minimum qualifications for the Executive Director position are as follows:

Educational Requirements

• Bachelor’s Degree in ie education, management or related field.

Knowledge and Skill Requirements

• Three years or more of management experience.
• Experience in the field of education or non profit sector
• Experience in working with a non-profit Board of Directors.
• Knowledge of relevant legislation.
• Knowledge and skill to provide professional expertise and guidance to staff.
• Excellent written and verbal communication skills.
• Effective and well-developed interpersonal skills.
• Requisite computer literacy level to manage the organization.
• Experience in program planning, development and evaluation.
• Confident and consistent decision-making skills.
• Resourcefulness and flexibility to meet the needs of the organization and the demands of the position.
• Ability to work independently and as a team member to achieve outcomes and meet deadlines.
• Ability to balance demands and priorities and to manage effectively.

Competencies and Judgment

• Demonstrated competence and good judgment to:
• Handle emergencies, crises and hostile behaviour.
• Maintain control in difficult and frustrating situations.
• Use professional judgment on a daily basis within established guidelines.
• Provide support and supervision to directly supervised staff.
• Accommodate competing demands.
• Make effective group presentations.
• Maintain confidentiality.

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