The Unit is seeking an experienced, collegial individual to lead the day to day management and leadership of a small, dynamic organization focused on supporting NWT communities, individuals, and health researchers to increase health research and training capacity. Applicants should demonstrate progressively responsible experience in staff and operational management, a Master’s or Bachelor’s degree in any field.
Excellent staff and project management, writing, verbal communication, and analytical skills are required. The incumbent will show a strong commitment to cultural safety, and have a mature and responsible commitment to fulfilling administrative requirements of the role. The incumbent will be required to work at the Hotıì ts'eeda office. Secondments from other governments and organizations welcome. This full-time term position is 35 hours per week, and rated at Level 9 ($63.02 – $76.68 per hour) on the Tłįchǫ Government salary scale, plus benefits.
To apply, send your cover letter and resume to: email@example.com
For a job description, please visit: https://nwtspor.ca/about/employment-opportunities
RESPONSIBILITIES 1. Staff Management. • The Executive Director HT manages all staff. • Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; developing, coordinating, and enforcing systems, policies, procedures, and productivity standards. • Maintains staff by recruiting, selecting, orienting, and training employees; maintaining a safe, secure, and laws and regulation - compliant work environment; developing personal growth opportunities. • Monitor attendance/absences and timeforce reporting for all direct reports; • Enable an environment where all staff (direct and non-direct reports) feel supported, valued, accountable, collegial, and able to use their talents and creativity to achieve the requirements of their roles to contribute to the overarching goals of the organizations, while working collegially as part of the management team to contribute to the overall cohesion and functionality of the organization; • Ensure direct reports follow and perform required administrative and reporting processes and requirements; • Orient staff members, and work with them to ensure they have the tools and methods required to do their work, including professional development training, developing new plans, methods, and processes for undertaking new and innovative projects and tasks; • Identify key management responsibilities and institute a management approach and plan to ensure effective management of staff and program and service delivery; • Review and monitor work progress of team members, provide advice, and when required, participate in activities required to undertake the work; • Ensure all staff fulfill reporting tracking and requirements as set by the funder, Page 3 of 8 CIHR; • Responsible for conducting performance reviews, evaluations and follow-up action plans of direct reports on a minimum yearly basis; Offering feedback to keep everyone in sync • Address and resolve any issues related to HT activities, administrative issues, or personnel issues as they arise; • Assisting direct reports with their project management duties including project plans, budget, timelines, etc. • Oversee the development of a work plan and timeline for direct reports, and identify ongoing opportunities for development of staff skills, roles, and interests with respect to their required contributions to the program and service offerings of the organization; • Responsible for all disciplinary upholding and actions of direct reports. 2. Program Management • Understand the purpose, business plan, and requirements of HT as described in foundational documents such as the funding agreement with CIHR original business plan, briefing book, and other relevant documents, agreements, and funding agreements with partners; • Create a Executive Director HT work plan approved by the SL to guide roles; • Participate in organizational initiatives and events of HT partners to gain a necessary understanding of HT partners and working relationships with partners; • Develop a risk management plan, identifying risks, mitigation measures and contingency plans/approaches to address potential risks for HT as an organization through the lens of staff roles in relation to funder requirements and commitments to partners; • Oversee the regular updating of funder-required performance measurement and evaluation plan for the organization, and take it into account with respect to staff roles, work plans, and organizational goals; • Draft annual reporting to funder, as well as occasional briefing notes and analysis for Tłįchǫ Government officials and governing council; • Update and maintain accurate HT briefing book, annual planning cycle, and other unit management and planning documents and tracking tools; • Identify overlaps, potential duplication, synergies and untapped potential of staff and recommend adjustments to program delivery and staff deployment for approval to Scientific Director; • Support and seek advice and decisions of the Scientific Lead and Operations Manager as appropriate and as required to fulfil the Executive Director role and to ensure direct reports may fulfil roles; • Be aware of and take into consideration local protocols, the project requirements, and other relevant considerations for all aspects of project planning and management, and any required adjustments; • Institute regular team meetings and reporting meetings; • Be respectful of Indigenous protocols and work with staff to empower them to identify and communicate Indigenous cultural protocols relevant to their work and the work place to ensure mutual understandings among team members are clear; • Identify, initiate, and support team and individual professional development needs, and team building; Page 4 of 8 • Be committed to creating a safe and trauma-informed work environment through trauma-informed management approaches, and management practices that incorporate CCOHS standards for creating safe work places; • Review and finalize reports, and draft final deliverables of staff for the SL review and approval; • Liaise with Tłįchǫ Government officials as requested and required by the SL. 3. Financial Management and Oversight • Initiate yearly budgeting process for determination with Scientific Lead and for approval by Governing Council; • Ensure accurate and template-compliant funder reporting by working cooperatively with TG Finance on an ongoing basis to monitor financial statements for budget expenditures, ensuring correct coding and allocations; • Ensure overall administrative policies, processes and approaches are in place that contribute to the successful, efficient and productive operation, including overseeing maintenance of cloud based filing system and working with staff to ensure proper filing and template and document quality control and management; maintaining staff and organizational calendar; • Prepare documentation including legal contractual agreements for funding, amendments, termination notices, memorandums, etc.; • Ensure appropriate signatures and processing of financial documents and contracts by routing with TG and following up; • Attend and Support preparation for meetings with the Governing Council, Host organization and partners; • Manage the finance administrative framework for work administered through 3rd party Agreements to ensure accounting is provided in accordance with the terms of the contract/agreement; that revenues are collected and the projects are reconciled for year-end accounting; • Procuring and managing contractors performing administrative and operational support; • Develop and maintain internal finance and administration processes and systems for the unit; • Oversee and delegate the day-to-day financial operations of the organization including processing invoices, purchase orders and expense claims, and other duties as required; • Liaison with TG officials to ensure proper financial administration; • Provide routine financial reports, analysis and advice to the Scientific Lead for review and to flag any issues that may impact programs; • Assist and monitor program managers in the development of their program budgets if needed; • Provide financial reporting updates to the Governing Council, TG, and partner organizations as required, • Support on-going training and orientation of finance admin clerk; overseeing their responsibilities while following TG requirements including proper use of expenditures, account coding, how to properly fill out and approve data entry Page 5 of 8 documents, etc.; • Act as the primary cardholder for HT's corporate purchasing cards used for the purchase of goods andservices, travel expenses, and all other departmental expenses. Prepare monthly reconciliation report and deliver to the Finance director in a timely manner; • Oversee the financial administration of funding programs; review accounting statements to ensure it follows the reporting requirements of contract agreements, conduct, and support all audit functions as required. 4. Support a range of relationships with members, partners, governments, funders, institutions and staff that honor and reflect the vision and best interests of HT • Reaffirm connections to communities and Indigenous Governments through different ways that respect their approaches, culture and traditions; • Maintain and strengthen the networks within which HT operates in order to advance its vision and purpose, by participating in meetings and events to develop relationships with stakeholder organizations; • Proactively maintain positive relationships through the use of reporting and accountability toolswith funders and supportive partners, and meet stakeholders where they are at by adjusting approaches as required to ensure effective information sharing and gathering for monitoring, evaluation and reporting purposes. 5. Other duties: • Participate in team building workshops, training and meetings
The Executive Director would typically attain the required competencies, knowledge, skills and abilities through completion of, preferably, • a Masters degree in a relevant field. • five years of progressively responsible experience managing staff and leading teams, administering or delivering programs and services. • The incumbent should be comfortable with uncertainty, applying project management knowledge to establish new processes and solve problems, and be comfortable creating new programs and undertaking associated staff and project management. • The incumbent should be comfortable with a dyad leadership model that will require collaboration on program development and shared program, financial, and strategic decision making. • Knowledge of and familiarity with NWT communities and Indigenous cultures is an asset. • Must be both a team leader and team player, and independent self-starter, who works well under pressure working with a dispersed team, under multiple competing demands. • Must be confident defining project parameters, making timely decisions, working with an oversight committee, and managing staff.
Hotıì ts’eeda is a research support unit hosted by the Tłı̨chǫ Government, and governed primarily by Northwest Territories (NWT) Indigenous Governments. Hotıì ts’eeda connects NWT organizations, and communities with researchers and funding to achieve health research and training goals. It is funded by the Canadian Institutes of Health Research.