JOB DESCRIPTION AND PERSON SPECIFICATION Executive Secretary (HEAD OF SECRETARIAT) FSM ALLIANCE

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1 Executive Secretary (HEAD OF SECRETARIAT) FSM ALLIANCE Background In 2011, a group of individuals and organisations came together to create a platform for identifying challenges around faecal sludge management (FSM) in rapidly urbanising centres in developing countries; for promoting sustainable solutions and the exchange of knowledge about them whilst also encouraging innovation. In 2011, the first FSM Conference was held in Durban. Since then, there have been four FSM Conferences held in Africa and Asia, with the last one in 2017 in Chennai, India attracting over 1200 participants. The biennial FSM Conference is now an established fixture in the conference calendar of the Water and Sanitation sector and has been seen by many as a gamechanger. At the centre of the conferences, responsible for its design and delivery, is the Committee a voluntary group of 17 individuals from eight organisations, who are involved with inclusive urban sanitation programmes and thus also FSM programmes and projects within their own agencies. In late February and July 2018, the Committee met to explore their collective vision for the FSM and non-sewered sanitation sector, what role they could play in further supporting the development of the sector and how they might organise the Conferences better. They also explored the role of the platform, both the FSM conference itself and the organisational model for the FSM One of the key mechanisms for delivering their vision is the creation of a Secretariat whose core responsibility is the organisation and delivery of successful, high quality FSM Conferences. In addition, through partnerships with public, private and voluntary agencies concerned about nonsewered sanitation, and the contributions of individual members, they envisaged the FSM Alliance and its Secretariat could develop and deliver other programmes and projects to support the growth of the sector. In December 2018, the Committee members created the Executive Committee. The Secretariat will be hosted by an organisation (Hosting Organisation) who would be able to provide it with the necessary financial, legal, employment, logistical support and infrastructure to ensure efficient and effective operations. Job Purpose The Head of Secretariat is responsible for the following: Establishing and leading a Secretariat that is fit for purpose in primarily delivering highquality FSM Conferences, which advance FSM communication, learning and practice Ensuring the Executive Committee is supported in its governance and strategic leadership roles in the FSM Alliance Ensuring that the Executive Committee and the Conference Committees and Sub- Committees are supported to deliver on their functions vis a vis Conference design and organisation Leading the Secretariat in developing long-term plans for the financial sustainability and development of the FSM Alliance to achieve its vision, mandate and goals Developing, supporting and maintaining strategic institutional relationships which place FSM development in the context of city- and settlement-wide, inclusive sanitation development.

2 Working with the Executive Committee to continue developing the organisational model of the FSM Alliance, including growing its membership and partners. Reporting to: Chair of the Executive Committee or a designated member of the Committee Key Contacts, Internal and External: Internal: Executive Committee, Programme Committee, Strategic Partnership & Sponsorships Committee; Sub-Committee on Complementary Activities, Sub-Committee on Abstracts and Review, Hosting Organisation for core Secretariat, Strategic Partners, other partner organisations that may be leading specific projects on behalf of FSM Alliance, Members of the FSM External: Donor agencies, Sponsor organisations, contractors/vendors for FSM Conference, local Conference hosts, relevant international/inter-governmental agencies, development organisations, think tanks and research institutions, relevant business organisations and utilities, media agencies, other organisations working in the sector or are stakeholders of the sector, including those in urban planning, city development and others. Key Responsibilities 1. Establish and lead a Secretariat. Propose staff roles for the core Secretariat within the agreed budget set with the Executive Committee (EC) and once approved by the EC, recruit and appoint staff members Provide direction and manage the performance of Secretariat staff Liaise with the HR, Finance, Administration and IT Units of the Hosting Organisation(s) to ensure smooth processes of recruitment and on-boarding of staff, once appointed. In coordination with partner agencies who may take responsibility for delivery of projects on behalf of the FSM Alliance, assist with recruitment or secondment of project staff, manage and regularly review performance of staff. 2. Support the Executive Committee in its governance function Organise, provide reports to and minute the regular meetings of the EC. In coordination with the Chair of the EC, set the schedule of meetings and agenda of the EC. Liaise with and support members of the EC to participate actively and effectively in the activities and meetings of the EC. Ensure the EC has regular and timely high-quality, accurate financial and other reports to inform their discussions and decision-making. Maintain a database of EC members and their contact details. When required, gather information and references for candidate members of the EC. Where necessary, support the creation of sub-committees of the EC, eg on Finance or Nominations, to assist it with effectively carrying out its governance functions. 3. Organise and deliver a high-quality biennial FSM Conference and associated activities. Gather information and references for candidate event managers for the conference and, once chosen by the EC, steer the event management consultant along the aims and goals of the EC.

3 Initiate and lead Conference planning activities in coordination with the EC and two Conference Committees on Programme (CP) and Strategic Partnerships and Sponsorships (CSPS). Support meetings, information-gathering, outreach and decision-making processes of the Conference Committees to design Conference content and programme, in particular, the Programme Committee and its two Sub-committees. Support the EC and the CSPS in securing funds and sponsorships for the Conference and its participants. Ensure support is provided by contracted event manager and Conference committee volunteers/contractors to any case study contributors, field visit organisers, technology fair exhibitors, workshop leaders, event sponsors and other speakers and moderators to ensure high quality presentations/activities and participant experience. Recruit and manage any necessary volunteers, interns to assist in the smooth planning and running of the conference and its associated activities. This includes Conference rapporteurs to record proceedings. Identify, recommend, contract and manage external contractors and vendors necessary for the organisation and administration of the Conference event and associated activities, including its marketing and publicity. In coordination with local host partners, the EC and contracted event manager ensure a suitable local venue is hired for the Conference according to timetable and negotiate and secure affordable and fair prices for Conference participants. Ensure the publication online and otherwise of high-quality marketing and publicity materials of the FSM Conference, including the Conference Programme and ensure their wide promotion to stakeholders in the water and sanitation, urban planning, energy and environment sectors. Put in place a monitoring, feedback and evaluation system for the Conference to capture lessons, insights, complaints from Conference participants, report on data gathered and ensure the Executive Committee makes decisions on the results and recommendations arising from the feedback and evaluation. Produce an external Conference report and ensure its wide circulation to various stakeholders, not limited to conference attendees. 4. Develop strategy/long-term plans, budget and annual plans and budget. In collaboration with the EC, develop long-term plans for the development of the FSM Alliance s programmes and projects to achieve its mandate. Lead the Secretariat s annual planning and budgeting activities. Put in place regular review mechanisms and ensure plans are adjusted, when necessary. In coordination with the Host Organisation, monitor and regularly review the budget, ensure budget reports are prepared by the Host Organisation in a timely fashion for the perusal of the EC. 5. Fund-raise for the FSM Conferences and future programmes and projects of the FSM Alliance Develop a long-term resource mobilisation plan for the financial sustainability of the FSM Conference and to raise the resources for the Alliance s strategy.

4 Build and maintain relationships with donors and sponsors of the FSM Conferences, work with EC and CSPS to expand the range of donors and sponsors for the FSM Undertake or commission analyses to inform plans and project/programme development and design, including donor reviews Ensure donors receive regular high-quality, accurate financial information and reports on the activities of the FSM Liaise and coordinate with partner organisations, who may deliver projects on behalf of the FSM Alliance, in fundraising and other resource mobilisation activities to ensure the financial viability and sustainability of these programmes/projects. 6. Support the Executive Committee in developing, growing and strengthening the FSM Develop a membership and/or strategic partnership development plan for growing and strengthening the FSM Ensure mechanisms are set up for recruiting and accepting members and strategic partners to the FSM Alliance; including how applications are made, processed and decided upon. Support the relevant Committees in the processing of and decision-making on membership and strategic partnership applications to the FSM When necessary and as directed by the EC, support the amendment of the FSM Alliance s Governance Manual to reflect the organisational development of the FSM 7. Lead advocacy and communication activities on behalf of the FSM Develop advocacy and communication plans to achieve the FSM Alliance s mission, goals and strategies for EC decision-making. Implement advocacy and communication activities, in coordination with the EC. Provide regular briefings and support EC members in carrying out lobbying, representation and communication activities on behalf of the FSM Ensure development of the FSM Alliance s visual and social media identities, website, the look and feel of all FSM Alliance activities including the FSM Conferences. Ensure production of high-quality advocacy and communication materials and reports to support advocacy, outreach and other communication activities. Ensure the FSM Alliance uses external opportunities and media stories to raise the profile of FSM issues/solutions and the profile of the FSM In coordination with the EC, build, maintain relationships and lobby decision-making bodies on behalf of the FSM Speak on public platforms and to the media on behalf of the FSM Alliance and issues relevant to FSM and non-sewered sanitation. Person Specifications (knowledge, skills and experience at entry level) Essential and proven: Experience of successfully starting up and building an organisation or enterprise or of leading an organisation or enterprise Experience of working well in partnerships, consortia or similar multi-organisation collaborations and facilitating contributions from collaborators

5 Demonstrated willingness and interest to encourage, enable and facilitate others to take both the lead and the credit in achieving organisational objectives Experience in effective support for Boards and/or similar governance entities in organisations Experience of managing and developing staff, including distance management of staff Experience of developing fund-raising and other resource mobilisation strategies and of leading fundraising and resource mobilisation efforts Experience of building and maintaining relations with donors Knowledge of the water and sanitation, sustainable cities and/or urban planning sectors and stakeholders Skills and experience in project and programme development and management Experience in or knowledge of Conference/large event planning and management Experience in contracting and managing external contractors Excellent teamwork skills, a reputation for humility and productivity Excellent oral and written communication skills in English Desirable: Knowledge of and interest in the faecal sludge management, non-sewered and/or sewered sanitation sector Experience in volunteer recruitment and management Knowledge of advocacy planning, strategies and tactics and of setting advocacy objectives Experience in lobbying and success in achieving advocacy objectives Understanding of and experience in setting communication strategies and in monitoring communication performance Knowledge of membership organisations and development of services for members Excellent oral and written communication skills in French and/or Spanish Version 3 23 July 2018