Jobs North

Executive Director

Tłı̨chǫ Government Hotıì ts’eeda
Published
September 22, 2022
Location
Yellowknife, NT
Category
Job Type
Department
Hotıì ts’eeda

Description

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:  hr@tlicho.com

Closing date: October 5, 2022

For a job description, please visit: https://nwtspor.ca/about/employment-opportunities

Duties

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

Qualifications

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.

Company Info

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.

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