BHTB/HR/JD/ED1 Page 1 of 4 26 September 2014 - Version 2 BUGANDA HERITAGE & TOURISM BOARD POSITION/JOB TITLE: Executive Director, Buganda Heritage & Tourism Board REMUNERATION: 2.5 million Uganda Shillings per month basic salary plus commission based funds raised from the Buganda Heritage & Tourism activities (not exceeding 10 million Uganda Shillings per month) HOURS: Work a standard work week, but additionally, will often – in exceptional cases work evening, weekends, and overtime hours to accommodate activities such as Board meetings and representing the Board and Ministry at public events. CONTRACT: Two year renewable from date of starting the engagement (renewal subject to satisfactory performance) DUTY STATION/LOCATION: Offices at Bulange House, Mmengo & Other Sites where the Buganda Heritage & Tourism development and promotion activities are being implemented across Buganda and Uganda (if any) ACCOUNTABLE TO: The Kabaka The Katikkiro The Buganda Heritage and Tourism Board as a whole The Ministry of Culture, Heritage, Royal Tombs & Tourism REPORTS TO: Chairperson of the Buganda Heritage and Tourism Board LINE MANAGEMENT RESPONSIBILITY FOR The Executive Director will have line management responsibility for all the management and operational staff at the different heritage & tourism sites located across Buganda Kingdom AIM OF JOB: To support the Buganda Heritage & Tourism Board in developing, managing and promoting the Buganda Heritage and tourism sites in Buganda. This role is critical in supporting the implementation of the strategic direction set by the Buganda Heritage & Tourism Board and action plans for achieving the objectives of the Board. JOB SUMMARY The Executive Director will formulate and implement strategic goals and objectives of the Board, and provide technical support to the board to fulfill its governance function and provide leadership to achieve the Ministry’s vision and mission. The Executive Director of the Buganda Heritage and Tourism Board, in partnership with the Board, is responsible for the success of the Buganda Heritage and Tourism Ministry. Together, the Board and Executive Director assure the Ministry’s relevance to the Buganda Kingdom, the accomplishment of Ministry’s mission and vision, and the accountability of Ministry and Board to its diverse stakeholders and constituents. JOB DESCRIPTION – FOR EXECUTIVE DIRECTORBHTB/HR/JD/ED1 Page 2 of 4 26 September 2014 - Version 2 The Executive Director is responsible for the successful leadership and management of the organization according to the strategic direction set by the Board of Directors. The Board delegates responsibility for management and day-to-day operations to the Executive Director, and s/he has the authority to carry out these responsibilities, in accordance with the direction and policies established by the Board. The Executive Director provides direction, information and support to the Board as it carries out its governance functions. MAIN DUTIES AND RESPONSIBILITIES: 1. Serve as an Ex-officio Member of the Buganda Heritage and Tourism Board 2. Coordinate the work and activities of the Board and support the Board in managing and implementing the approved activities in the Board and Ministry’s work plan and action plans 3. Follow up on and ensure implementation of the Buganda Heritage and Tourism Board resolutions 4. Overall responsibility for establishing and providing team leadership for staff at the various Heritage and Tourism sites in Buganda, while ensuring that exceptional customer service and high quality tourist experience is maintained 5. Manage Heritage and Tourism site projects while ensuring quality service provision and achievement of targets 6. In addition to the Chair of the Board, act as a spokesperson for the Board 7. Represent the Board at various internal and external meetings 8. Develop policies, procedures, guidelines and operational plans for Board approval 9. Manage the logistical arrangements and preparations for the Buganda Heritage and Tourism Board activities, meetings, retreats, workshops and site visits 10. Support the Board’s resource mobilization initiatives, by developing funding proposals and supporting the development of the Board’s work plans and budgets annually 11. Develop and maintain robust finance and administration management systems of the Board 12. Prepare routine financial and management reports for the Board, its various Committees, Buganda Kingdom’s Treasury, Buganda Ministry of Tourism and the various donors of the Buganda Ministry of Tourism as stipulated in the relevant funding/grant agreements 13. Develop and maintain management information systems for the various heritage and tourism projects being developed, managed and promoted by the Ministry of Culture, Heritage, Royal Tombs and Tourism in the Buganda Kingdom 14. Ensures compliance to all donor, Buganda Kingdom and statutory requirements. PRIMARY ROLES & RESPONSIBILITIES The Executive Director will undertake the following roles and responsibilities: 1. Leadership • Support the Board members in developing a vision and strategic plan to guide the Buganda Heritage and Tourism Ministry • Identify, assess, and inform the Board members of internal and external issues that affect the work of the ministry • Act as a professional advisor to the Board on all aspects of the ministrys activities • Foster effective team work between the Board and the Executive Director and between the Executive Director and staff in the Ministry and at the different Heritage and Tourism sites • In addition to the Chair of the Board, act as a spokesperson for the organization • Conduct official correspondence on behalf of the Board as appropriate and jointly with the Board when appropriate • Represent the organization at community activities to enhance the organizations community, national and international profile 2. Operational Planning and Management • Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the Buganda Heritage and Tourism Ministry • Ensure that the operation of the Buganda Heritage and Tourism Ministry meets the expectations of its clients, Board, Community members and FundersBHTB/HR/JD/ED1 Page 3 of 4 26 September 2014 - Version 2 • Oversee the efficient and effective day-to-day operation of the Buganda Heritage and Tourism sites • Implement the Board activities according to the approved Board work plans and budgets • Draft policies for the approval of the Board and prepare procedures to implement the organizational policies; review existing policies on an annual basis and recommend changes to the Board as appropriate • Ensure that personnel, client, donor and volunteer files are securely stored and that privacy and confidentiality is maintained • Provide support to the Board by preparing meeting agendas and supporting materials • Ensure the routine functioning of the Board Secretariat offices, including the maintenance of office equipment, furniture, supplies and communications (mail, phones, internet, website, etc.) 3. Program Planning and Management • Oversee the planning, implementation and evaluation of the Board and Ministrys programmes and services • Ensure that the programmes and services offered by the Board contribute to the Ministrys mission and reflect the priorities of the Board • Monitor the day-to-day delivery of the programmes and services of the Ministry to maintain or improve quality • Support the preparation of Board’s information, reports and communication materials • Participate in the implementation of the Board’s activities (meetings, site visits, retreats, workshops, media engagement activities, meetings with stakeholders, project review meetings, training sessions, etc.) • Work closely with the Board Secretariat to maintain effective and efficient financial and administrative systems and records • Oversee the planning, implementation, execution and evaluation of special heritage and tourism projects • Support the Board Secretariat to ensure that the following administrative tasks are undertaken: o Taking notes at all Board meetings and activities, registration of participants and keeping records of all the Board activities o Printing and photocopying documents o Scanning and archiving documents o Setting up and maintaining a robust filing system o Setting up and maintaining a robust archiving system 4. Human Resources Planning and Management • Determine staffing requirements for heritage & tourism site management, project implementation and services delivery • Oversee the implementation of the human resources policies, procedures and practices • Work with the Board (Human Resources Committee) to develop job description for all staff and role descriptions for all volunteers • Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations • Work with the Board (Human Resources Committee) to recruit, interview and select staff that have the right technical and personal abilities to help further the Boards mission • Ensure that all staff and volunteers receive an orientation to the different heritage & tourism sites and that appropriate training is provided • Implement a performance management process for all staff and volunteers, which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review • Coach and mentor staff as appropriate to improve performance • Manage and support volunteers recruited to support the Ministry and Board’s work and activities • Discipline staff when necessary using appropriate techniques; release staff when necessary using appropriate and legally defensible proceduresBHTB/HR/JD/ED1 Page 4 of 4 26 September 2014 - Version 2 5. Financial Planning, Resource Mobilization and Management • Work with staff and the Board (Finance Committee) to prepare a comprehensive budget • Work with the Board to secure adequate funding for the operation of the different Buganda Heritage & Tourism sites • Research funding sources, oversee the development of fund raising plans and write funding proposals to increase the funds of the different Buganda Heritage & Tourism sites • Participate in fundraising activities as appropriate • Approve expenditures within the authority delegated by the Board • Ensure that sound bookkeeping and accounting procedures are followed • Administer the funds of the different Buganda Heritage & Tourism sites according to the approved budget and monitor the monthly cash flow of the different Buganda Heritage & Tourism site • Provide the Board with comprehensive, regular reports on the revenues and expenditure of the different Buganda Heritage & Tourism sites • Ensure that the different Buganda Heritage & Tourism sites comply with all legislation covering taxation and withholding payments • Assist the Board Secretariat with the necessary paper work and documentation for the administrative function and financial record keeping • Work closely with the Board Secretariat to oversee proper utilization and accountability of the Board and the different Buganda Heritage & Tourism sites’ resources as assigned • Work closely with the Board Secretariat to maintain effective and efficient financial and administrative systems and records • Monitors material and financial resources of the Board while overseeing adherence to professional practices and Buganda Kingdom’s financial management and administrative policies and procedures in all financial transactions • Maintains up to date records of the Board activity budgets, financial transactions and accounts under the supervision of the Board Chair • Assist the Board Secretariat with financial report preparation • Ensure that adequate payment schedules for the Board and the different Buganda Heritage & Tourism sites activities are duly approved by the Board, payments are made and accurate records of all expenditures are kept • Compile information for activity reports and assist in writing reports from the Board and the different Buganda Heritage & Tourism sites activities that have been implemented/ achieved/ accomplished • Managing logistical arrangements and preparations for Board activities, meetings, retreats, workshops and site visits • Manage the preparation of Board and the different Buganda Heritage & Tourism sites information, reports and communication materials 6. Community Relations and Advocacy • Communicate with stakeholders to keep them informed of the work of the Board and the different Buganda Heritage & Tourism sites to identify changes in the community/clientele served by the different Buganda Heritage & Tourism sites • Establish good working relationships and collaborative arrangements with community groups, funders, Buganda Kingdom Administration personnel, politicians, Buganda Tourism Ministry and other organizations to help achieve the goals of the Board. 7. Risk Management • Identify and evaluate the risks to the organizations people (clients, staff, management, volunteers), property, finances, goodwill, and image and implement measures to control risks • Ensure that the Board of Directors and the Buganda Tourism Ministry carries appropriate and adequate insurance coverage • Ensure that the Board and staff understand the terms, conditions and limitations of the insurance coverage 8. Perform any other duties that may be assigned by the Buganda Heritage & Tourism Board to ensure effective and efficient fulfillment of this role.
Posted on: Fri, 17 Oct 2014 10:05:41 +0000
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