Professional Documents
Culture Documents
com/EPAfrica
w: www.epafrica.org f: www.facebook.com/EPAfrica
Ensure that talent, expertise and skills are built up throughout the
charitys members.
MC Commitments
Public Image
The MC are also responsible for making sure they are well known
within EPAfrica the greater the visibility of the MC, the more
approachable they are, and the more charity members understand
and can contribute towards the strategic direction of the charity.
All the MC members have a responsibility for making sure that they
are well known in the charity. Emailing, calling, Facebooking,
meeting in person and larger social events are all vital in ensuring
that morale in the charity remains high and that people remain
involved.
Succession Management
The MC take responsibility for managing the succession within the
leadership of the charity (MC, UC presidents, Workstreams). This
mainly takes place in June September each year. If the MC are
unable to decide on MC succession, this can be escalated to the
Board. A board member is also responsible for overseeing the
process to ensure rigour and impartiality.
Each MC member is responsible for finding Workstream
replacements for the workstreams they are responsible for
overseeing. All of the MC should constantly be looking at getting
people involved and making sure that their skills are used in the
right areas.
It is essential that the MC member provides a suitable written
handover, and adequate support (face to face where possible) to
bring the successor up to speed at the start of their tenure.
EPAfri-Love, Social Events and Social Interaction.
The MC should try to get EPAfrica together regularly, including:
Summer Debriefs (September/October)
The Strategy/Planning session and Launch Party in
September/October
A Social in January/February
Alumni Dinner
Board Meeting / AGM (May/June)
University training events and socials
Other ad hoc EPAfrica socials to foster EPAfri-love especially after
Central Training Sessions.
Meetings
w: www.epafrica.org f: www.facebook.com/EPAfrica
Other Responsibilities
Escalate to the Board any questions or issues regarding Risk/Legal,
issues pertaining to the strategic direction of the charity (e.g.
expansion, new programmes) and any other issues which require
review
Ensure EPAfrica Policies (e.g. Risk Assessment Child Protection etc.)
are adhered to, well known within the charity and built into all of
EPAfricas activities.
Be open to going to Kenya or Uganda as part of the summer team
w: www.epafrica.org f: www.facebook.com/EPAfrica
Specific Responsibilities
In addition to the responsibilities above which are undertaken by all MC
members, each role on the Management Committee comes with its own
specific responsibilities. Details of the special responsibilities of the roles
are detailed below.
1.
2.
3.
4.
5.
6.
UK Operations Manager
UK Programme Manager
East Africa Operations Manager
East Africa Programme Manager
Communications & Marketing Manager
Shared Services Manager
1. UK Operations Manager
The UK Operations Manager is a two year role. The UK Operations
Manager is primarily responsible for overseeing the charitys UK
Operations through our University Committees (UCs); the cornerstone
being the recruitment, training and ongoing support of the Project
Workers. Successfully delivering this is central to the success of the entire
charitys operations.
Expanding the possibilities for recruitment of Project Worker volunteers is
a key strategic priority for EPAfrica over the next 2 years. The role
provides the opportunity to shape the charitys future through the
foundation of new university sites, expansion of publicity and recruitment,
working to ensure we provide the best opportunities for PWs, making sure
we attract the best talent to join EPAfrica and the critical evaluation of
how we best prepare our volunteers for the summer project. The role also
includes maintaining EPAfricas public image in the universities throughout
the year and engaging in their International Development and NGO
networks.
The UK Operations Manager manages the Presidents of our university
committees, and the Recruitment Workstream Lead. Alongside the
Presidents, each University Committee typically comprises of a Vice
President, Treasurer, Fundraising Officer, Logistics Officer and Publicity
Officer, who in turn manage the Project Workers, and in part, any Project
4
w: www.epafrica.org f: www.facebook.com/EPAfrica
w: www.epafrica.org f: www.facebook.com/EPAfrica
Quality control
Ensure the legal and risk compliancy of all PWs and PRs: ensure
confirmation of receipt of all training materials and the risk
assessment, and completion of all training days / catch-up sessions
etc.
Ensure all application, health declaration and DBS check information
is stored as per the charitys data protection policy
University relations
Ensure our operations work optimally with the structure of our
university sites i.e. in line with society agreements, volunteering
networks etc.
Engage in talks, debates and other activities within the International
Development and NGO networks.
Promote and maintain EPAfricas public image throughout the year.
Progression
Our annual intake of PWs and PRs are the future of the charity.
Therefore it is very important to manage this pipeline by identifying
and supporting:
PWs and PRs to take up UC and other roles after successful
completion of the summer.
UCs to apply to become UC President or another role.
UC Presidents to apply for central charity roles.
Oversee the election process, in particular to ensure compliance
with any university society election requirements.
Handover
Ensure the collation and handover of all relevant information to the
next UK Operations Manager, Presidents and University Committees.
Ensure all information is stored on Google Drive.
Manage and support president succession and handover
Recruitment
In conjunction with the UC Presidents, MC and Board, set criteria and
numbers of Project Workers and Project Researchers to be recruited
from each university.
Oversee the development of the publicity, application, interview and
selection materials to ensure cross-university quality and
consistency. Design a timeline for key dates such as application
closure, cooling off period etc.
w: www.epafrica.org f: www.facebook.com/EPAfrica
UC Development
Design and lead a substantive programme of UC Development
projects to continue to transform EPAfricas UK Operations to adapt
to the changing student experience and volunteering landscape.
Buddies
Ensure each new PW and PR is paired with a compatible, more
experienced member of the charity to provide ad hoc support
throughout the year.
Fundraising / Finance
Set the intermediate and final fundraising deadlines with the
Finance WSL and oversee the PWs and PRs meeting of these.
Empower the Treasurers and Fundraisers to provide sufficient
support to the PWs and PRs to meet the fundraising deadlines.
Facilitate the working relationship between the Finance WSL and the
UC Treasurer and Fundraiser.
Ensure the reimbursement procedure is timely and smooth.
Summer Project Preparation
Oversee and manage the booking of PW and PR flights
After schools have received acceptance or rejection letters from the
SS&P workstream, maintain contact with that school in the run up to
the summer and ensure they are ready to receive PWs
Oversee the regular and timely use of PW trackers, mapping the
fundraising totals and document collection. Ensure this is shared
with the wider charity.
Contribute, in conjunction with the East Africa Operations Manager,
to the formulation and development of policies and monitoring of
risk
UK Operations Manager Skills and Competencies
Core
Excellent communication skills to foster a strong relationship
between the PWs, PRs, University Committees, Presidents and wider
charity. In particular, being approachable, patient, friendly, concise
and clear.
Located in / within easy reach of our partner universities to be able
to build relationships in person with all our volunteers and be a
presence at training.
7
w: www.epafrica.org f: www.facebook.com/EPAfrica
Desirable
Confidence in speaking / presenting to large groups i.e. making
yourself known and approachable at central training etc.
Experience of being an EPAfrica University President.
Willingness to attend a number EPAfrica UC events each year and
encourage wider MC/Board attendance
2. UK Programme Manager Role Description
Training Volunteers
The UK Programme Manager is responsible for ensuring that the charitys
members are equipped with the right skills and knowledge to make
EPAfrica as successful and professional a charity as possible.
From Project Workers to Project Managers and from Workstream Officers to
fellow Management Committee members the UK Programme Manager
ensures that the right training is compiled and delivered, in as interactive
and effective way as possible! As we expand, consistently excellent
training is all the more necessary and indeed in some cases a legal
requirement - your job over the next two years will be to ensure we
provide and deliver the very best to allow us to professionalise and
improve what we do, both in East Africa and in the UK.
The work over the past few years has been predominantly to redevelop
the content and delivery of the Project Worker training, in line with
changes to the EPAfrica model and the charitys strategic vision. Project
Workers receive a package of training from both their University
Committee and the Central Charity; the University Committee deliver
training on fundraising and logistics and Project Workers also receive
training on staying safe and healthy in East Africa and first aid training via
their University Committee. There are two Central Charity training days
where Project Workers from the three University Committees come
together, usually in London.
These Central Charity training sessions used to be known as Day 1:
Strategy Training, which focused on EPAfricas purpose and mission, and
also provided volunteers with information about the East African context,
and Day 2: Programmes of Delivery (PoDs), which introduced the six
groups of activities that Project Workers tend to work within. This material
has been redesigned in line with changes to the conceptualisation of
EPAfricas work, thus the training days may look significantly different to
when you were a Project Worker. Day 1 now covers a set of Skills that
Project Workers will need to develop and use in order to be successful in
East Africa. Broadly speaking this includes adaptive skills with respect to
cultural differences and working with others, and project management
8
w: www.epafrica.org f: www.facebook.com/EPAfrica
w: www.epafrica.org f: www.facebook.com/EPAfrica
our work and may also prove important for providing evidence of our
impact to possible donors and funders.
The UK Programme Manager is a great role that allows you to work across
the charity and get to know nearly everyone involved! Youll bring
together the best of the expertise EPAfrica has to deliver some fun and
inspiring days. The workstreams you supervise represent the public face
of EPAfrica, and you will also be plugged into a range of developments
across the charity and contribute towards strategic decision-making.
Support Workstream Leads in the following Areas:
Training Volunteers
PW Training WSL:
Updating, writing and delivering Project Worker Training including
the written packs and the central Training Days themselves for
Skills (February)
Goals Training (March) delivered jointly with the Goals WSL
Working with the UC Presidents to update and write the UC Training
sessions for:
Welcome Training! (November)
Fundraising Training (December)
Goals Workshops (May) optional
Pre Departure Training (June)
Working with the Summer Team to put together First Week Training
(July) for each site to deliver when in-country.
Co-supervising Training Officers who help to develop and deliver site
specific training
Summer Team Training WSL:
Working across the charity to ensure that Summer Team Training
(May) accurately reflects all that the charity has prepared for the
summer, and equips the Summer Team to deal with all eventualities
an exciting summer will bring.
Working with the MC/Board and co-supervising the Project Manager
Office to deliver Project Manager Training which suitably equips and
empowers those with perhaps the hardest job.
Medical Training WSL:
Working with the Board member in case of risk to deliver effective
PW First Aid and Health Training (March) which educates the PWs to
stay safe and healthy
Working with the Board and Summer Team WSL to deliver Summer
Team Health Training which empowers them to do the best they can
to ensure the PWs remain as safe and healthy and act
appropriately when they dont.
10
w: www.epafrica.org f: www.facebook.com/EPAfrica
w: www.epafrica.org f: www.facebook.com/EPAfrica
As a member of the MC you are responsible for the day to day running of
EPAfrica, as well as overseeing areas of the charity responsible for
operations in East Africa. Each MC member manages a portfolio of
workstreams (WS) who they support, advise, and guide.
Responsibilities
The East Africa Operations Manager sits alongside five other management
committee members. The Operations Manager has responsibilities at a
Management Committee level, as well overseeing their two workstreams:
Summer Operations and School Selection and Progression.
Workstreams
The East Africa Operations Manager oversees two workstreams. They are
responsible for managing these workstream leads, guiding and assisting
with tasks when needed, and providing support and development
opportunities where possible.
Summer Operations Workstream
The Summer Operations Workstream Lead is one of the most essential
positions within EPAfrica. You will be responsible for managing this
workstream which has responsibility for coordinating the logistics for the
summer project.
The workstreams main tasks involve liaising with people from across the
charity to ensure summer project readiness, overseeing the recruitment
and deployment of the summer team, creating and managing the summer
budgets, coordinating and creating the summer plan, ensuring the
necessary logistics are in place for the project, and contributing to the
monitoring of in-country risk.
School Selection and Progression (SS&P) Workstream
The selection of the right schools for EPAfrica to partner with is a
fundamental part of fulfilling the charity's mission. The SS&P Workstream
Lead is responsible for ensuring EPAfrica is working with the schools that
generate the greatest impact in East Africa and create the best experience
possible for Project Workers. In overseeing the SS&P Workstream, you will
be ensuring that the EPAfrica model is being applied to our school
selection processes, that we create and maintain good relationships with
our partner schools, and that the ways we select and monitor schools are
robust.
Core Activities
Operational Oversight and Implementation
Ensuring all aspects of a successful summer project are delivered.
12
w: www.epafrica.org f: www.facebook.com/EPAfrica
People Management
Managing, motivating and developing your workstream leads.
Championing collaboration across workstreams.
Cross-charity coordination
Working closely with other MC members and workstreams to ensure
that a safe and successful summer is delivered.
Responsibilities of the Management Committee as a whole
Working in partnership with the rest of the MC to deliver a
successful summer project.
Leading the charity at an operational level in the East African
context.
Contributing to the strategic direction and development of the
charity in collaboration with the Board of Trustees.
East Africa Operations Manager Skills and Competencies
Core
Previous experience of volunteering for EPAfrica, preferably at
workstream lead level.
Experience of managing others, or demonstrable awareness of the
considerations involved when managing a team.
Excellent communication skills, both verbally and in written form.
The ability to think strategically, and to lead others in doing so.
The ability to translate strategy into practice.
Evidence of strong organisational skills, particularly in terms of
delivering projects or activities.
The ability to balance priorities and deliver work under pressure.
The ability to foster collaboration and group working.
The ability to form strong working relationships, including with
people external to the charity.
Desirable
Experience in either the Summer Operations or School Selection and
Progression Workstreams.
4. East Africa Programme Manager
PLEASE NOTE This role is not open for recruitment in
2015/16
13
w: www.epafrica.org f: www.facebook.com/EPAfrica
As East Africa Programme Manager, you will be tasked with engaging with
the core strategic questions of the charity, and developing robust systems
to ensure that the insights we gain into our programme in East Africa feed
back into shaping the work that we do on the ground.
Core Activities
Strategic Oversight and Implementation
Operationalising the charitys strategy, and leading the work of your
workstreams.
People Management
Managing, motivating and developing your workstream leads.
Championing collaboration across workstreams.
Cross-charity coordination
14
w: www.epafrica.org f: www.facebook.com/EPAfrica
w: www.epafrica.org f: www.facebook.com/EPAfrica
Thirdly, from this year, the role will also have responsibility for overseeing
communications with key stakeholders in East Africa. This will involve
creating a structured plan for communicating with our schools,
communities and other important stakeholders including DEOs, county
education ministers and the NGO board in Kenya. These three areas are
closely interlinked and work best when the team of Workstreams works
collaboratively to support each other.
Finally, the Marketing Manager is responsible for overseeing central
fundraising efforts. In particular, this involves setting a clear set of
fundraising aims at the start of the year in conjunction with the rest of the
MC and Board and then supporting efforts to raise this through grant
applications, EasyFundraising, events, Regular Giving, and individual
donors. You will need to work closely with the UC Manager to ensure that
other fundraising initiatives are in line with the overall strategy, and with
the Research, Partnerships & Programmes Manager to make sure that
there are suitable evaluation processes in place for central pot donations.
This aspect of the role has the potential to be particularly high-impact if
you are willing to put in the time and effort, which has the potential to
greatly shape the future direction of the charity.
Cross-cutting responsibilities
In addition to regular individual meetings with Workstreams, set up team
meetings once every month/six weeks for the Workstreams to brief each
other on their current projects. It should be your role to encourage mutual
support and problem-solving.
Ensure that de-confliction occurs between the different priorities of your
workstreams. This is especially the case with multiple communications to
the same/similar audiences being sent out throughout the year.
Act as point of contact with the Board and MC for all of your Workstreams.
In particular, you will need to liaise closely with the Research, Partnerships
& Programmes Manager for fundraising applications and marketing; and
the Board for high net worth donor communications.
Support Workstream Leads in the following activities
Marketing & branding
Work closely with the Communications and Marketing Workstream Lead to
ensure that a clear communications plan is in place at the start of the year
and that deadlines are met.
Monitor & review all external and internal communications the charity
makes in an official capacity. This includes content, grammar, spelling and
the use of the EPAfrica brand. Communications include newsletters,
reports, promotional materials and website and social media content.
Ensure that the Annual Report is delivered to a high quality and is
produced in time to be exploited elsewhere within the charity.
16
w: www.epafrica.org f: www.facebook.com/EPAfrica
Own the EPAfrica brand and ensure that it is used in the way set out by
the branding specification.
Fundraising
Liaise with the Board at the start of the year to ensure that clear central
fundraising targets are set and that they are realistic.
Monitor and review all fundraising bids for content, style, grammar,
spelling, and that they are realistic and fit into EPAfricas fundraising
strategy for the year.
Work closely with the Fundraising Workstream to ensure that fundraising
targets are met. This involves setting deadlines for grant applications;
planning communications with high net worth donors; strategically
pushing the timing of regular giving marketing etc.
Oversee a realistic plan for communication and engagement with current
donors
Liaise with the East Africa Programme Manager to ensure that donor
evaluation requirements for the central pots are being fulfilled. It is your
responsibility to represent the interests of the donors within the charity
and that their needs are both managed and met.
Alumni relations
Work closely with the Alumni Workstream Lead to ensure that there is a
clear and well thought through programme for Alumni relations at the
start of the year.
Push integration of the collection and updating of alumni data throughout
the year.
Ensure that the annual Alumni Dinner fits in with the strategic priorities of
the charity and that there is sufficient Board and MC collaboration in this
area.
Communications with East Africa
Work with the MC and Board, as well as the relevant WSL to devise a
strategic plan for communications with East African stakeholders.
Review communications with East Africa and maintain awareness within
workstream of different requirements of this.
Marketing Manager Skills and Competencies
Core
Excellent written English and an eye for detail, especially concerning
grammar and spelling
At least one of the skills listed as 'Desirable'
Desirable
Writing grant applications
Alumni engagement (such as through university)
Writing communications pieces, e.g. university newspaper
Experience managing social media profiles
17
w: www.epafrica.org f: www.facebook.com/EPAfrica
w: www.epafrica.org f: www.facebook.com/EPAfrica
Information Technology
w: www.epafrica.org f: www.facebook.com/EPAfrica
Desirable
Working knowledge of EPAfrica IT and Knowledge Management
Systems (MailChimp, Google Drive, Weebly/Wordpress)
Experience of working with accounts or financial information
20