Governance and Executive Administrator

Reports to: COO Department*: Support Services* Time Commitment*: Minimum 60%, with fleixbility*

Location: London preferred – possibility of Geneva

Job Purpose:

To provide executive administration for the smooth functioning of the CHS Alliance. Specifically, to support the Governing Board and the Senior Management Team carry out their respective roles in a way that embodies the CHS.

Main Responsibilities:

Governance Support

1. Work with the COO and Executive Director to ensure the Board is supported to Govern Well, in line with the values of the CHS
2. Coordinate and manage the annual governance calendar
3. Coordinate physical and virtual Board meetings, working with the responsible team members on the agenda, production of high-quality papers, well managed logistic arrangements and accurate, concise and well written minutes.
4. Support the responsible team members to structure and work with the Board committees and help maintain the overview
5. Oversee the plans for the General Assembly including agenda setting and logistics for the event.
6. Monitor the terms of Board members, and manage the election process, including seeking Board nominees, helping promote the candidates and administration of the the online voting platform, plus onboarding of new Board members.
7. Ensure that the official records of Board and General Assembly meetings are accurate, up to date and properly authorised with signatures.
8. Support the Membership and Nominations Committee in their oversight of the Statutes and the governance manual
9. Maintain the governance section of the website

Executive Administration

1. Support the SMT meetings with scheduling, logistics and note taking as required
2. Support to the SMT in their oversight of planning functions and team meetings
3. Support the administration of All Staff meetings
4. Provide diary and general administrative support to the Executive Director as required
5. Other administration support as required

Who are we seeking?

• Someone who shows a commitment to CHS Alliance mission and values, evidenced by exhibiting a high level of personal and professional integrity, humility and humanity.
• Someone with experience of working with and supporting senior teams
• Strong organisational skills to manage and execute their own multiple tasks, but also support others
• Ability to work collaboratively across a range of teams and individuals
• Someone trustworthy in managing sensitive situations and information, discrete, professional, and with excellent judgement.
• An excellent communicator, who writes clearly and succinctly. A professional command of English, French a strong asset, and other working languages appreciated.
• Good working knowledge of Office (and other software packages)

As part of the team, you commit to the CHS Alliance vision, mission, and values and commit to be personally and collectively responsible for upholding and promoting the highest standards of ethical and professional conduct. This includes refraining from acts of misconduct, respecting the CHS Alliance’s Code of Conduct and the dignity of those whom the Alliance pledges to assist and with whom you have contact.

Important notice:
The CHS Alliance has a zero-tolerance policy towards the abuse of power, exploitation, bullying, harassment and discrimination and towards fraud and corruption.

As representatives of the CHS Alliance, staff behaviour must be seen to be of the highest standard and in keeping with the CHS Alliance vision, mission and aims. Therefore, all offers of employment are subject to satisfactory references and appropriate screening checks. As part of these checks, the CHS Alliance is participating in the Inter-Agency Scheme for the Disclosure of Safeguarding-related Misconduct in Recruitment Process within the Humanitarian and Development Sector. The participation in this Scheme requires the CHS Alliance to seek information about candidate’s misconduct (including sexual exploitation, abuse and harassment) with any previous employers for at least the past five years.