Manager Executive & Special Projects

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Job Description

Established in 1983 as the Tourism Council of the South Pacific, the Pacific Tourism Organisation (SPTO) is the mandated organisation representing Tourism in the region. Its 21 Government members are American Samoa, Cook Islands, Federated States of Micronesia, Fiji, French Polynesia, Kiribati, Nauru, Marshall Islands, New Caledonia, Niue, Papua New Guinea, Rapa Nui, Samoa, Solomon Islands, Timor Leste, Tonga, Tuvalu, Vanuatu, Wallis & Futuna and the People’s Republic of China. In addition to government members, the Pacific Tourism Organisation also has a private sector membership base

The Executive and Special Projects delivers executive administrative and communications services to SPTO; it works closely with Executive Management and other key stakeholders to develop and manage donor proposals and initiatives; regional advocacy and communications. It provides human resource support to all staff and ensures MEL and the Risk and Compliance Framework are implemented across the organization, including for projects. The role reports to the CEO.

Outcomes

Organisational Stakeholders
1. Strategic goals supported and delivered
Effective contribution to the strategic planning process and strategic plan implementation ensured:                                             Preparation of SPTO's annual and five year plans and operating plans effectively contributed to Executive strategies development and decision making to meet strategic and operational objectives delivered Effective implementation and co-ordination of SPTO’s Risk and Compliance Framework in consultation with the SPTO executive group and CEO High level of corporate and executive service provided Good corporate and governance practices delivered
2. Donor Profiling and Management
Comprehensive and well maintained donor profile developed and used by management Complete and up to date record of existing donors Potential donors identified and classified Regional organisations' reports are analysed to ensure a comprehensive Donor Profile Relationships with key stakeholders maintained as to keep well informed donor activity Effective coordination of meetings and other engagements with prospective partners Timely implementation of the required follow-up actions   Timely implementation of the required follow-up actions Relationships with key stakeholders solidified through being well informed of donor activity Regular communication with the Board and NTOs to update on and gauge partnership opportunities ensured Work with the executive management and other key focal points to develop and manage project proposals or partnership initiatives Develop donor proposals or partnership initiatives Assistance provided in the production of reports to review the effectiveness of donor projects
3. Executive and Special Projects - operational management and leadership
Effective coordination of project teams delivers desired outcomes and objectives An appropriate Project Framework and plans are developed and implemented    annual workplans ensured                                                Project briefs and papers for funding are reviewed for improvement and approval                                            Assistance provided in preparing project / programme development Project and funding effectively utilised                                                    Internal budgets developed and managed Project planning, policies and procedures are reviewed regularly and with leadership to ensure development in line with best practice Management and coordination of all projects ensuring continuous improvement with regular discussion of issues relating to planning and delivery            - Recommendations communicated to CEO and Management Board and donor financial reports on projects with updates and outcomes submitted on time and complete (as relevant) Timely and relevant guidance provided to SPTO Executive Management for matters pertaining to Projects function
4. Effective Human Capital Management
Mentorship of direct reports and project mentors ensured:                     SPTO maintains its required manpower levels as per budget and project pipeline Effective mentorship of direct reports provided and continued professional development observed Ongoing coaching and mentoring of other staff to ensure growth, confidence and independence delivered Internal HR system is well managed and operating efficiently HR compliance to policies and oversight ensure stable and high quality management of SPTO Human Resources : Adherence to recruitment and selection policy Adherence to ERA and relevant compliance and regulatory requirements Reviewing and finalising contracts  OH&S issues raised and addressed  in a timely manner SPTO policies and procedures are effective and up todate Regular monitoring of the procedures ensures effective management of the SPTO Adherence to the SPTO Governance Policy ensured Advice and support on HR matters provided to CEO as and when required Advice and support provided to staff as and when required Training and development for all staff is planned and conducted (in consultation with relevant mangers) Staff performance appraisals are well coordinated Work environment conducive for collaboration, innovation, continuous improvement, mutual trust and respect established and continuously strengthened Leadership and management of staff development for the Unit effectively delivered                  Career planning Training and development
5. Effective Communications for stakeholders and mass media
Strong industry network established, increased awareness of SPTO and development of an enviable corporate image by developing and executing effective communication and media relations programs delivered Communications protocols with PIFS and other CROP partners are established, effective and utilised at all times Communications from the CEO are accurate, fit to purpose, well drafted and timely                             Emails to the Board, letters to external parties and press releases are effectively prepared CEO is well prepared ahead of media interviews Coordinator to represent the CEO or Management on some occasions, as required Communication/Media materials prepared and submitted in an orderly manner                  Statements, press releases and other associated communications for the CEO and management are prepared as and when required Speech writing for the CEO, Board and/or Council Chairpersons ahead of meetings, official functions and the like High profile of SPTO within the local and regional media is ensured                           Good coverage of programme activities and the organisation as a whole ensured                Advice provided on communication channels and strategies Varying audiences, target groups, donor needs and appropriate communications channels
6. Monitoring and Evaluation results in continuous improvement
Supports the SPTO annual work plan development and implementation                                Development and finalisation of the program work plan ensured and updated in accordance with program activities and time-frames ensured Work with Program officers and Managers ensuring the collection of relevant and appropriate data needed for an effective monitoring and evaluation system which will be utilized in monitoring strengths, weaknesses and gaps in existing projects/ programs and services and for reporting on success stories, and on donor commitments Capacity assessments are conducted on existing monitoring and evaluation system                           Indicators and monitoring strategy for programmes developed and implemented M & E system on the effectiveness of programme initiatives under Key Performance Indicators in the Annual Work Plan measured Overall framework for project M & E developed, for example mid-term project review, impact assessment, final evaluation, project Performance Monitoring Plan, etc. Tools developed to collect data on inputs, information and statistics for quarterly, progress, annual and other reports                                   Quality of existing data in the project subject areas and the methods of collecting it and the degree to which it will provide good baseline statistics for impact evaluation are reviewed Training and information is provided to program personnel in regards to M & E tools
7. Effective leadership of the Executive and Project function
Excellent corporate support services provided to CEO and all Divisions                                                     Internal control systems are maintained at all times MEL systems for all core activities are effectively implemented Risk and Compliance Framework is monitored and up to date Effective management and leadership  of SPTO's executive and special projects provided                           Effective management of human, physical, technological and financial resources Divisional Plan that supports the SPTO's Strategic Plan developed and successfully implemented Division's budget developed and delivered within agreed business targets                                                           Operational efficiencies implemented effectively Effective oversight, leadership, and administration of the Executive Office                            Office annual Work Plan completed and executed                                                             Timely submission of the annual workplan and quarterly update for CEO  is ensured Effective monitoring of activities via regular management meetings Reports for Executive meetings are complete, accurate and up to date Appropriate performance measures established for the Executive Office                                                  Timely and quality performance appraisals delivered for CEO staff  Relevant technical advice provided to internal and external stakeholders Strong relationships with key internal and external stakeholders are maintained SPTO Standard Operating Procedures developed, reviewed and continuously refined Good corporate governance practices complied with and promoted Knowledge sharing, processes and continuous improvement leadership delivered Timely and relevant guidance provided to SPTO Executive Management for matters pertaining to Projects function Effective management of relationships horizontally and vertically across the organization as well as relationships with external stakeholder, delivered Strong industry network established, increased awareness of SPTO and development of an enviable corporate image by developing and executing effective communication and media relations programs delivered Reports for Executive meetings are complete, accurate and up to date
8. Executive Services provided for Board and Council Meetings
Board and donor financial reports on projects with updates and outcomes submitted on time and complete Effective and efficient oversight of administration work in relation to Board and Council meetings Board and Council meeting agendas drafted Meeting papers prepared Papers are drafted and edited CEO and Board/Council Chairs are well prepared and informed ahead of meetings Planning and Coordination of Board, Council and Sub-Committee meetings is orderly Timely and effective communication with the Board regarding meeting papers and logistics Effective monitoring of management’s facilitation of action items ensured Board and Council meeting minutes prepared and distributed in a timely fashion
9. Teamwork and Cooperation
Working as part of the SPTO team to engender a positive work environment that encourages teamwork and cooperation Confidential, sensitive and private information is respected Any breaches of confidentiality are escalated to the CEO in a timely manner
10. Organisation's image and value standards demonstrated and promoted
Collaborate with other teams in the organisation for the benefit of the organisation

Responsibilities - Critical Competencies

Competence	Description
Business
Strategic Development	Establish the strategic direction and steer the organisation towards its goals
Business Performance	Manage the performance of the organisation.
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Resource Management	Deliver results through the efficient and effective allocation and use of supplies , equipment and people.
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
Information Analysis	Make informed decisions by collecting and interpreting data and information
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Commercial Focus	Optimize the commercial viability of the organisation.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Quality Focus	Deliver quality.
Organisational Values	Display the organisation's image and value standards.
Social and Cultural Awareness	Respond respectfully and effectively to people of different cultural and social backgrounds.
People
Team Orientation	Work in a team towards a common aim.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Innovation	Use original and creative thinking to make improvements and/or develop and initiate new approaches.
Learning	Develop the competencies of self and others to enhance performance.
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Business or progam/project management, Journalism, communications, public affairs or equivalent, Politics & Development	Or similar
Desirable
Higher Degree incl. Post Grad Cert or Dip	Business Administration

Work Knowledge and Experience

1. Minimum of three years in an Executive or Advisory Role
2. Proven experience in administration management
3. Computer literacy with at least an intermediate level of skill in MS Work and Excel
4. Excellent interpersonal skills. Possess the ability to establish and maintain relationships and partnerships with a wide range of internal and external stakeholders
5. High level of accuracy and attention to detail
6. Proven consultancy skills with the ability to understand the HR needs of both the organisation and the individual staff member
7. Some level of experience with conflict resolution
8. Proven skills and experience in establishing and maintaining relationships and partnerships with a wide range of internal and external stakeholders with the view to building strong relationships
9. Exceptional proposal and report writing skills
10. Strong and proven understanding of human capital management and human resources management
11. Proven experience in effective communications and advocacy
12. Experience in monitoring and evaluation of projects (MEL)

Requirements

Language Proficiency
Excellent command of both written and spoken English
Regulatory Compliance Requirements
Police Clearance

Interactions

Interaction	Comments
Internal
Chief Executive Officer
SPTO Management
All staff
External
SPTO Board of Directors
Media
Donors
Media and Communication focal points of partner agencies and Donors
Vendors and Suppliers

Attributes

Attribute	Definition
Behavioural Styles
Achiever	Puts in effort to achieve a desired result or goal and is motivated by this end and the overall accomplishment.
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Innovative	Devises new and creative ways to do things comes up with original ideas.
Interpersonal Styles
Forthright	Speaks out frankly without hesitation, showing a direct manner.
Realistic	Shows concern for facts and reality, rejecting the impractical.
Team Oriented	Enjoys being with others as part of a group or team.
Perceptive	Shows keen insight and understanding of issues or situations.
Self Sufficient and Assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Decisive	Reaches conclusions, promptly and firmly.
Flexible/Adaptable	Readily accommodates changing circumstances, modifying own behaviour and/or views. Able to adjust easily to new conditions.
Initiative	Takes action and makes decisions without the help or advice of other people.
Well organised	Controls tasks in a well thought out and critical manner.
Holistic thinker	Considers issues/situations as a whole rather than analysing or dissecting the parts.