Secretary to the Board of Directors

TITLE: Secretary to the Board of Directors

Contract Type: National, fixed-term

TEAM/PROGRAMME: Board

LOCATION: Bangkok, Thailand

CONTRACT LENGTH: 1 year contract with possibility of extension

ROLE PURPOSE:

The Secretary to the Board of Directors plays a key role to support establishing and operationalizing independent and effective governance for the Save the Children Thailand foundation. This position reports to the Executive Director, but will work very closely with the Board’s Chairperson, and will also be a key focal point for the other members of the board.

Responsibilities include but are not limited to the following and are estimated to represent between 4-8 days per month.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Executive Director

Staff reporting to this post: –

Budget Responsibilities: –

Role Dimensions: This position serves as the focal point for working closely with the Board’s Chairperson, Management Team, and other board members. Capable of working closely with a wide spectrum of senior people across the public, corporate, and non-profit sectors.

KEY AREAS OF ACCOUNTABILITY:

Board processes and meetings:

• Develop Board meeting agendas under the leadership of the Chair and the Executive Director
• Maintain a high degree of understanding of the Board’s work and priorities
• Support to plan, schedule, and manage the arrangements of Board and Board Committee (as relevant) meetings and calls
• Coordinate with the Senior Management Team for the collection of; and quality control of documents to be shared in advance or during board meetings, and for the dissemination of documents, decisions and other materials’ resulting from the meetings of the board and its decisions in a timely manner;
• Coordinate and track progress regarding Actions arising from board meetings
• Coordinate the preparation and submission of regulatory requirements with MOI
• Record and manage all information and decisions relating to Board and committee members in order to ensure data is up to date at all times and properly circulated
• Keep and file records on behalf of the Board Chair and Executive Director
• Develop and maintain effective administrative systems for the Board
• Provide administrative and executive support to appoint Board and Board Committee (if relevant) members
• Organize induction efforts in collaboration with the existing Board, Executive Director, SCT SMT and other relevant SC stakeholders
• Record when Board members terms start / end and flag when a term is coming to an end

Professional executive and administrative services

• Manage incoming and outgoing general correspondence for the Board Chair and provide secretarial and administrative support as required
• Facilitate the scheduling and smooth running of appointments, telephone calls and Board meetings for the Board members
• Manage and administer Board expense claims and travel arrangements including travel visas, insurance and foreign currencies
• Prepare and maintain an up-to-date list of all Board Members and their contact information

Support to Senior Management Team

• Assist Executive Director in developing the agenda for monthly Senior Management team (SMT) meetings
• Prepare and circulate pre-reads, including quarterly dashboard and progress reports against organizational priorities
• Capture decisions and action points
• Prepare meeting summary for communication to all staff (English and Thai)
• Ensures all board members comply and commit to the procedures and policies approved by the board.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.
  • honest, encourages openness and transparency; demonstrates highest levels of integrity

Integrity:

QUALIFICATIONS

• A minimum of 5 years of experience providing corporate secretarial support to Board of Committees.
• Excellent interpersonal skills in dealing with the public.
• Proficient computer skills as required for the job.
• Good written and oral communication skills.

EXPERIENCE AND SKILLS

• Interest in human rights and child’s rights issues, and in the non-profit sector more generally
• Demonstrate learning attitude – proactive, take initiative, collaborative, engaging, and enthusiastic.
• Good communication skills – Written and speaking Thai and English, ability to visualise information for presentation and easy understanding, diplomatic.
• Organized, have an eye for details
• Able to work closely with a broad range of senior people across the public, corporate and non-profit sector
• Familiarity with the board culture and norms

Additional Job Responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the Save the Children Equal Opportunities and Diversity policies and procedures.

Child Safeguarding

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding Our Staff

The post holder is required to carry out the duties in accordance with the Save the Children anti-harassment policy.

Health and Safety

The role holder is required to carry out the duties in accordance with Save the Children Health and Safety policies and procedures.

Interested candidates should apply and submit a motivational letter, comprehensive CV, expected salary and details of at least 3 referees via the following link;

Apply Here

Due to the volume of applications, only shortlisted candidates will be contacted.

“We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse”