• Secretariat of the Governing Bodies

Key Responsibilities  

• Key responsibilities Secretariat of the Governing Bodies include but are not limited to the following:
• The Secretariat of the Governing Bodies is a dedicated capacity, located in the office of the DG of the MU.
• The Secretariat of the Governing Bodies works under the direct supervision of the DG and is responding to the Chair of the SB and the Chair of the MC.
• Work priorities of the Secretariat of the Governing Bodies are coordinated among the three bodies.
• The Secretariat constitutes an important interface between the SRTF governance entities (SB and MC), the MU and other direct stakeholders (e.g., donors not directly represented in the governance structure).
• Its prime area of responsibility is the management of information and support to the SRTF governance structure in fulfilling their duties as defined in the Framework Agreement.
• Under the supervision (for certain tasks also on behalf) of the DG and responding to the Chair of the SB and the Chair of the MC, the Manager, Secretariat of the Governing Bodies shall:
• Prepare and compile draft agenda and documentation for governing bodies’ meetings, and other relevant meetings and activities for coordination with the Director General as well as the Chairs of the respective governing bodies; circulate agenda and documentation in due time before the respective meeting.
• Gather and circulate all Concept Notes, Project Proposals and any related documentation for MC and SB meetings.
• Organize or co-organize Governance meetings. Assist with communications, logistics and coordination prior, during and after the Governance meetings.
• Ensure that meeting minutes are taken, and draft is submitted to DG and Chairperson of the MC not later than one week after the respective meeting.
• Observe, document and follow up on decisions and action points emerging from the Governance meetings, and support the DG of the MU in reporting back to the respective Governance bodies.
• The Manager, Secretariat of the Governing Bodies will follow up with the COO / remind the COO on deadlines related to work / deliverables to the SB, MC and DG.
• Coordinate with the COO and Section Heads of the MU to collect their inputs for the quarterly and annual progress reports, compile the reports, check accuracy, completion and consistency of report and submit final draft to the DG for review and approval before circulation to the SRTF members. Quarterly reports must be circulated to SRTF members within 30 days of the end of the reporting period, while annual reports must be circulated within 90 days from of the end of the year.
• Coordinate within the MU to ensure that documentation, including Progress Reports, Financing Agreements, Supply and Service Agreements, Independent Monitoring Agent Reports, Audit Reports, manuals, and policies, etc, are circulated to the relevant GB in a timely manner.
• Coordinate and assist the Communication Section of the MU in the preparation and issue of the quarterly newsletters.
• Respond to requests from MC and SB Members; coordinate the MU responses to enquiries.
• Ensure that relevant documentation from Governance activities is deposited in the records.
• Assist in the coordination of regular audits and SRTF mid-term reviews: gather and make available information requests by audit/review teams, coordinate exchange in between audit/review teams and MU staff as well as relevant SRTF stakeholders; facilitate audit/review team contact to implementing entities.
• Forward all information and documentation as foreseen by the Chair of the MC and the DG for public dissemination to the MU Communications Section for publication.
• Maintain and update contact/ circulation lists of all relevant SRTF stakeholders.
• Make the contact list available to the MU, the governance bodies as well as all other SRTF members according to information policy and security guidelines of the SRTF.
• Otherwise, to support the Chairs of the SB and MC in performance of their SRTF functions and enable the coordination and the flow of information between the SRTF bodies.
• If necessary and upon request, carry out any other tasks as determined by the DG.
• The Manager, Secretariat of the Governing Bodies is a member of the MU’s management team that meets on regular basis to discuss and decide on internal administrative and communication policies and procedures.
• Competencies  

Minimum qualifications

• Bachelor’s degree in Business Administration, Management, Public / Political Affairs.
• Fluency in spoken and written English (native speaker is desirable).
• At least 7 years of relevant experience and a proven track record in an institution, preferably in a development cooperation context.
• Experience in working with high profile stakeholders and international donor community.
•  Ability and readiness to travel to neighboring countries of Syria as well as internationally.
• Good working knowledge of all relevant office procedures
• Excellent with Microsoft Office and further IT programs necessary for the execution of the tasks.

Additional advantages

• Experience in working in Syria and/or neighboring countries
• Fluency in spoken and written Arabic.
• Fluency in spoken and written Turkish.
• Personal characteristics (generally describes the ideal candidate)
• Enthusiasm and personal drive
• Ability to handle pressure and meet deadlines
• Management and organisational skills
• Results oriented
• Ability and readiness to work in a multi-cultural environment
• Excellent written and verbal communications, coordination, and facilitation skills
• Team worker with leadership skills
• Strong multitasking skills
• Thorough and detail oriented
• Strong problem-solving capabilities

Reporting  

• The Manager, Secretariat of the Governing reports directly to the DG.
• On specific issues determined by the DG, the Manager, Secretariat of the Governing will also inform/ report to the COO.