NATIONAL YOUTH SERVICE (NYS) JOB DESCRIPTION AND SPECIFICATION JOB TITLE: Executive Director JOB GRADE: (GMG/SEG 6) POST NUMBER: DIVISION: REPORTS TO: Executive Office Board of Directors DIRECT REPORTS: Senior Director of Community Service Senior Director of Programmes Principal Finance Officer Director of Human Resource Management and Administration Director of Corporate Planning and Research Director of Communications and Marketing Chief Internal Auditor Management Information Systems Manager This document is validated as an accurate and true description of the job as signified below. Employee Date Manager/Supervisor Date Job Description Executive Director, National Youth Service Page 1/8
Date received in Human Resource Division Date Created/Revised Job Purpose: Under the general direction of the Board of Directors, in accordance with the NYS Act and other relevant legislation, the Executive Director will be responsible for providing support to the Board thereby enabling it to fulfill its functions of Governance. Provides leadership and direction to the process whereby the Youth Development mandate can be translated into an increase in the opportunities for empowerment and realization of economic growth through social transformation for Jamaicans aged 17-24. Provides direction and leadership towards the achievement of the NYS Mission and Vision, through the successful implementation of the stated strategies, goals and objectives, guided by the Government s National Youth Policy. Key Outputs: Strategic direction and advice to the Board of Directors on all matters supporting the management and delivery of services provided to, and by, the organisation; Effective policies and processes developed, reviewed and in place for the smooth and effective running of the organisation; Coherent and affordable corporate and operational plans, linked to the NYS objectives and budget, in place; Timely, comprehensive and realistic Annual and Triennial Budgets in keeping with the requirements of the Ministry of Finance; Timely annual reports to include audited financial statements as required by statutes; Monthly, special and/or ad hoc reports to the Board of Directors; Quarterly and/or ad hoc reports to the Permanent Secretary in the parent Ministry; Communications strategies designed and implemented to promote information sharing internally and externally; Competent and motivated staff in place, working in suitable and comfortable accommodations; Relevant policy / proposal documents. Job Description Executive Director, National Youth Service Page 2/8
Key Responsibility Areas: Board Administration and Support Supports the operation and administration of the Board of Directors by advising and informing its members, serving as the interface between the Board and the staff. Provides informed inputs for the Board s participation in national policy dialogue in relation to youth development. Executes and supports policy directions of the Board; Assures compliance with all requirements of the Board, including preparation and timely submission of reports and other Board documents. Manages the implementation of modern policies and services to support the management and administration of the NYS; Facilitates the meetings of the Board by ensuring the necessary preparations are in place in an effective and efficient manner. Programme, Product and Service Delivery Ensures the organization, its mission, programmes, products and services are consistently presented in a strong and positive image and reflect the heritage and variety of Jamaican culture. Oversees the design, development, marketing, promotion, delivery and quality of programmes, products and services of the organization. Develops and maintains a business development and marketing strategy for the NYS in the context of government s overall youth development policy, within existing and evolving frameworks; Directs the development of strategic planning processes in order to achieve medium and long-term goals. Establishes and monitors performance standards for the NYS, in the context of its mission, vision, strategic objectives, key outputs, performance indicators, and Job Description Executive Director, National Youth Service Page 3/8
assists and facilitates the achievement of performance standards by effective leadership of directors, managers, supervisors and staff. Initiates and directs the development of strategies, proposals and plans for funding and resource development consistent with the strategic plan. Accepts invitations, represents and delivers speeches on behalf of the NYS at youth development events and functions locally, regionally and internationally. Directs development and regular assessment of needs and performance of policies, procedures and systems for facilities, human resources, technology, communications and other infrastructure needs. Financial, Tax, Risk and Facilities Management Liaises with the Permanent Secretary, Ministry of Education, Youth and Information, the Board of Directors and the Ministry of Finance and Planning in the negotiation and setting of the annual budget for the NYS. Ensures that financial and accounting policies and systems are compliant with the Financial Instructions to Statutory bodies. Provides appropriate responses to all queries that may arise from the Auditor General, Contractor General or other such regulator; Directs and oversees development and maintenance of financial systems to meet the organization s need in compliance with the Government requirements, ensuring that financial and accounting systems and performance management system are audited in line with FAA Act. Promotes and delivers improvement in cost effectiveness of operations and directs the delivery of core services to agreed performance standards and generates additional revenues through value added non-core services that do not conflict with government policy and programme objectives. Monitors the financial resources of the Organization to ensure that expenditure is prioritised and in line with established criteria; Human Resource Management Directs the management of the human resources of the organization according to authorized personnel policies and procedures that conform to national laws and regulations, resulting in the optimum utilization of such human resources in achieving goals of human development as well as organizational effectiveness and efficiency. Job Description Executive Director, National Youth Service Page 4/8
Ensures the maintenance of a well trained, suitably qualified, highly motivated and high performing staff; Develops and maintains, in conjunction with the Board of Directors and the Human Resource & Administration Director, a succession plan for key jobs in the organization, including that of Executive Director. Ensures the efficient and effective provision of services through programme development and implementation functions that operate synergistically using the best combinations of talents and other resources. Community and Public Relations Ensures that the organization, its mission, programmes, products and services are consistently presented in a strong and positive image and reflects the positive aspects of Jamaican youth, their development and achievements. Seeks, develops and maintains relevant strategic alliances with stakeholders and other agencies, organizations, institutions and individuals locally and internally for the enhancement of the NYS mission and strategic objectives; Develops and maintains relationships, creates partnerships with other partners and stakeholders in the youth development and youth services space in the public and private sectors. Ensures development and implementation of the organisation s overall annual communications programme. Other duties and responsibilities, appropriate to this post, as may be required by the Board of Directors and Portfolio Minister from time to time. Management/ Administrative Responsibilities: Oversees the implementation of modern policies and services to support the management and administration of the NYS; Oversees the implementation of the Organisation s Strategic and Operational plans; Establishes and maintains systems/programmes to foster a culture of service, performance, results-based management and teamwork within the organisation; Provides expert and timely advice and direction to Divisional/Departmental Job Description Executive Director, National Youth Service Page 5/8
Directors on all matters relating to strategic direction and policies; Reviews audit reports to ascertain that they correctly represent the operations of the NYS; ensures that appropriate actions are taken in a timely manner regarding recommendations and requests. Performance Standards: Accurate, relevant and timely Strategic direction and advice provided to the Board of Directors; Timely development of relevant policies and processes for the smooth and effective running of the organisation; Timely development of coherent and affordable corporate and operational plans in sync with the NYS objectives and budget; Timely preparation and submission of comprehensive and realistic Annual Budgets in keeping with the requirements of the Ministry of Finance; Timely submission of Annual reports to include audited financial statements as required by statutes; Timely submission of comprehensive monthly, special and/or ad hoc reports to the Board of Directors; Timely submission of quarterly and/or ad hoc reports to the Permanent Secretary in the parent Ministry; Effective communications strategies in place for the timely sharing of information internally and externally; Maintenance of a competent and motivated team of employees working in suitable and comfortable accommodations; Internal and External contacts required for the achievement of the position s objectives: Contacts - within the Organization Contact (Title) Purpose of Communication Board of Directors Divisional / Departmental Directors Provides advice, briefings, recommendations, consultation and receives direction and guidance Providing guidance and direction, collaborates and shares information. Communication of resources for programme implementation. Management of resource flows and implementation of programmes. All Operatives Direction, leadership, information sharing, consultation, resource management, counseling and advise Job Description Executive Director, National Youth Service Page 6/8
Contacts - external to the Organization Contact (Title) Portfolio Minister Permanent Secretary Contractor General Attorney General Auditor General Financial Secretary Cabinet Office Office of the Services Commission Heads of Sector Agencies Chief of State Protocol (OPM) Protocol Officer - MFAFT Chief of Defence Staff Commissioner of Police Private Sector Interests NGOs Purpose of Communication Provides advice, briefings, recommendations, consultation and receives direction and guidance on policy direction To obtain information and advice, provide feedback, and share information To obtain advice, approvals and guidance and to provide necessary reports and requested information To obtain advice and guidance To obtain advice and guidance and to provide necessary reports and requested information To obtain advice and guidance, provide feedback, and share information To obtain advice and feedback To obtain advice and guidance To obtain information and advice, provide feedback, and share information. Collaboration on national projects and programmes. Creation of strategic alliances. Collaboration on national projects and programmes. Creation of strategic alliances. Collaboration on national projects and programmes. Creation of strategic alliances. Collaboration on national projects and programmes. Creation of strategic alliances. Collaboration on national projects and programmes. Creation of strategic alliances. To negotiate goods and services. Creation of strategic alliances. Feedback on the effectiveness of NYS and its service delivery. Creation of strategic alliances. Required Competencies: The post-holder will be able to demonstrate: Good command of the Government of Jamaica Governance Framework (Public Bodies Management and Accountability Act). Excellent strategic leadership and management skills; Knowledge of Government policies, processes and procedures; Clear understanding and appreciation for Government s financial management and budgeting Job Description Executive Director, National Youth Service Page 7/8
processes and regulations (FAA Act); Ability to analyse and interpret financial and other corporate information for decision making; Ability to exercise sound judgement Good knowledge of information technology and the scope it offers for supporting management and operations; An ability to manage limited resources in order to achieve challenging output targets; Sound personal and professional integrity; Strong customer orientation skills; An appreciation for the importance of youth-centric development Minimum Required Education and Experience: Postgraduate Degree in Management, Business Administration, Public Administration or related field; Minimum of seven (7) years experience in Management, Development or related fields with at least 4 years at the Senior/Executive level. Possesses an understanding of organizational transformation change and programme management. Knowledge of issues relating to governance and development. Possesses the ability to foster and lead an effective partnership with the Board, staff and all stakeholders in shaping and achieving the organization s vision and strategies. Demonstrated experience in achieving significant organisational change and improvements. Special Conditions Associated with the Job: Expected to provide corporate leadership and presence Expected to demonstrate a high level of integrity and professionalism Regular public appearances including in broadcast and print media Job Description Executive Director, National Youth Service Page 8/8
Frequent public speaking engagements and assignments Expected to work beyond normal working hours Exposure to sensitive and classified information Frequent Interface with political directorate Required to represent the government locally and internationally Accountable to parliament and required to appear before select committees of parliament such as PAAC, PAC and Standing Finance Committee. Job Description Executive Director, National Youth Service Page 9/8