JOB SUMMARY      :

Under the general supervision of the Area manager the Volunteers Affairs & Training Officer  is responsible for sound Governance and Volunteer management and development programs and practices across the Area office, ensure that the Constitution framework of the volunteer management and participation in policy and program level are in place and adhere to; ensure that the gender and sex disaggregation and youth and adults composition in the Area EXCO and policy decision Making Process is in place as per IPPF membership Standard ,the constitution  and Volunteers and Governance management Manual of the Association;  ensure that WYAM voice are herd and are institutionalized across the Area office and Youth are actively participated in youth development programs and activities, ensure that the Area office’s Volunteers based are increased  with different composition in terms experience, expertise and professions, business sectors, membership types for diversified volunteers base to enhance commitment , ownership , visibility and sustainability, supports to the Area Manager in preparing reports, taking minutes of  Area EXCO meetings , shares minutes to participants, handling membership affairs and volunteers activities; conduct capacity development assessment and plan 7 implement volunteers and staff capacity development initiatives;

RESPONSIBILITIES & TASKS  :

1.       Plan, organize, implement and coordinate the Volunteers and Governance  development and management  and volunteers and membership related activities at the Area office level;

2.       Arrange and schedule Area Executive Committee, Donor’s and Area office management meetings and document proceedings, Area Executive Committees Minutes and communicate the directives timely in consultation with Area Manager;

3.       To follow-up the schedule of an annual calendar of meetings put in place of Area Exco and its standing committees;

4.       As appropriate, to facilitate and advice on the composition of the Area Exco, its  standing  and project advisory committees,  and the process of governing body self –assessment and development;

Organize events , orientation/ induction programs and occasions on behalf of the Area manager, Area

1.       Executive Committee and the Area WYAM;

2.       Responsible for handling and controlling volunteers membership affairs and  governance activities;

3.       Develop and maintain  up-to-date database for volunteers and perform required follow-up;

4.       Assist the Area Manager in managing issues related to volunteers, members, projects, and partners and facilitates the relationships between the Area Manager and External and Internal stakeholders.

5.       Works closely with the Area Office Executive Committee ,volunteers and members at Area Office and Work Areas levels; to understand, synthesize, and communicate governing bodies and volunteers development and management  programs and membership activities internally and externally;

6.       To be responsible for Governing bodies  leadership and  Management through organize capacity development programs and activities for Governance and staffs of the Area office;

7.        Facilitates experience sharing and supervisory visits  to the Area Exco members to service delivery points, other Area Offices and  similar organizations and makes travel arrangements  for experience sharing activities ; monitoring visits etc;

8.       Ensure that WYAM voice are herd at governing bodies and at association level and are institutionalized across the Association and Youth are actively participated in youth focus development Programs and implementation modalities;

9.       Works closely with Governance  and Volunteers management and development Officer at Head Quarters and Provide technical support and assistance and conduct regular supportive supervisions to work units ;

10.    Facilitate and maintains a two-way communication system between Area Office volunteers, governing bodies and staff to maintain the existing good working relations to the expected level;

11.   Maintain volunteer’s files, correspondence and other materials often of a confidential nature and conducts follow up on pending items;

12.   Ensure that  Volunteers and management sign declaration of conflict of Interest on annual bases and such governing code of conduct is in place and adhere to;

13.   Assist the Area Manger in administrating programs, prepare, compiles and summarizes reports on volunteer affairs, trainings and capacity building etc;

14.   Arrange and schedule staff and higher level meetings; workshops; and seminars, gathering materials; information; on subject under consideration and take minutes and share to concerned accordingly as required;

15.   Collect technical Training guidelines and curriculums with respect to Area Office trainings and works with other work units to ensure that the strategic framework/plan is established, implemented and maintained effectively and efficiently in a cooperative and team work spirit.

16.   Conduct training need assessment of staff the Area Office.

17.   Plans, Organizes, Co-ordinates and conducts training at Area Office Level;

18.   Prepares project documents to solicit fund for training;

1. BA in Management, Sociology, Public -Administration, political science , developmental studies ,Organizational leadership  & related studies
2. 3 years  after graduation, shall posses  progressive experience in NGO in same or Similar position .
3. Knowledge of roles and responsibilities of Governance bodies, especially in the NGO setting, Volunteers management  and training facilitation skill is required. computer skill