Sustainable Shipping Initiative Project Manager & Administrator

Transcription

1 Sustainable Shipping Initiative The Sustainable Shipping Initiative (SSI) is an ambitious coalition of shipping leaders from around the world, which is taking practical steps to tackle some of the sector s greatest opportunities and challenges. The group is working to achieve a vision of an industry in which sustainability equals success. Forum for the Future helped to establish the SSI in 2010 and has been managing the project ever since. In September 2013 the SSI will be a charity in its own right and management of the project will be transferred from Forum for the Future to SSI staff. (who will remain involved as NGO members of the SSI and be responsible for overseeing the transition). Until September 2013 the post-holder will be contracted to Forum for the Future. In Sept 2013 the employment contract will be transferred, with the same terms and conditions to the new SSI charity. Job Title: Current post holder Name of Organisation: Location: Responsible to: Salary range: Working Hours: Contract: Holiday: Equal Opportunities: Sustainable Shipping Initiative Project Manager & Administrator n/a this is a new post Forum for the Future (registered charity no ) until SSI is set up as a legal entity, proposed for Sept Ironmonger Row, London EC1V 3QN Senior Sustainability Advisor (current SSI Project Manager) until September Managed by the Director of SSI from September ,647-28,929 depending on experience plus 3550 London Weighting Allowance. The role and salary will be subject to review in Jan per week. The pattern of hours may vary according to operational needs and generally work will be carried out during normal office hours. This is permanent contract. The period of notice is one month in writing on each side. There is a probationary period of three months. Pro-rata 25 days per annum, plus statutory holidays. The Forum strives to be an equal opportunities employer and commitment to this process will be expected. Date Written: March 2013 The Forum has a no smoking policy. Full details of Conditions of Employment are set out in the Forum Employment Contract, the main features of which are standard to all staff.

2 A. JOB SUMMARY This role is to provide project management, budgeting, administrative, communications and event support to the SSI. The post-holder will be the first point of contact for external enquires to the SSI. Contributing to the smooth running of the project and providing administrative assistance, this role with help with a range of logistical issues. In addition the post-holder will be responsible for maintain oversight of SSI member relationships, project management tools, resources and processes, assist with event management and manage external agencies and subcontractors - from designers to PR agencies. International travel will be required. About the SSI The cross-industry group represents ship owners and charterers, shipbuilders, engineers and service providers, banking, insurance, and classification societies. More than 19 global companies are already involved including key industry players. This is the first time the shipping industry has joined forces on such a cooperative global scale to tackle big sustainability issues. The SSI is currently managed by Forum for the Future and will be until September 2013 after which time the SSI will be established as a charity in its own right. The ultimate goal is to show that collaborative action is possible, and to mobilise support across the industry, demonstrating that shipping can contribute to and thrive in a sustainable future. For more information please visit B. ORGANISATIONAL CHART From September 2013 SSI Secretariat Dedicated team who implement the SSI strategy Director of SSI Project Manager & Administrator Trustee board 4-6 individuals elected represent all SSI members SSI members 20+ organisations involved in decision making about the future of SSI

3 C. RESPONSIBILITIES Project management Action Centralize and track information about the overall status of SSI activities. Develop, maintain momentum and track various aspects of the project management lifecycle, including drafting budgets, detailed project planning, development of timelines, research, events and facilitation, evaluation, communications and dissemination (including producing welldesigned and engaging materials for use throughout the project). Maintain and develop SSI s project management tools, resources and processes (including project management software and/or bespoke tools; guidance and relevant information; project-related print and electronic files). Share these with workstream project managers where appropriate Result The SSI has an accurate overview of the status of current projects, so that project objectives, deadlines and budgets are met. Momentum of the SSI is smooth and maintained. The SSIs capacity to create significant change is maximised through excellent management, high quality processes and outputs, and effective communications and dissemination. Future SSI workstream managers are supported in optimising the impact of their projects. Management and oversight of future workstreams particularly during the planning and dissemination stages (after September 2013) Assist the Head of the SSI in delivering the SSI strategy. Contribute to developing the strategy and growing the SSI in response to industry developments. Financial tracking, budgeting and contracting Assist the Head of SSI with the financial management of the SSI. Tasks include: keeping financial records of each SSI budget line, tracking project spend on a day to day basis, invoicing and managing incoming and outgoing expenses. Drafting future budgets for the core running of the SSI, communications activities and future workstreams. Drafting member contracts and dealing with queries/negotiation where appropriate. Future workstreams run effectively and smoothly to time and budget. The strategy is implemented and progress towards the SSI 2040 vision is achieved. Project finances run smoothly. Any discrepancies are identified and raised to ensure the project keeps to budget to the best of the post holder s ability. Accurate budgets are prepared for the SSI Trustees and members Essential contracting is in place and in good working order. Project administration & event

4 management Providing administrative support to the SSI: arranging travel; acting as key contact point; producing documents and presentations; carrying out research; helping to ensure the contact database (Salesforce) is up to date. Assist in the management of 4-6 events per year (ranging from events for c.12 people to c.150). Find and book venues as appropriate plus deliver of other logistical issues. Take meeting minutes and create clear outputs and summaries of meetings and events. Thorough and effective administrative support the impact and effectiveness of the SSI is increased. To enable the SSI to create meaningful activities and to advance sustainability within the industry. Support in the set-up and running of the SSI team/office managing admin supplies, booking meetings, looking after guests, and building a great working environment Member management Be the day to day point of contact or 20+ SSI members and keep members up to date with SSI news and correspondence. Be the first point of contact for non media enquires about the SSI. Effective integration of evolving forms of networking, communications and stakeholder engagement in the project lifecycle. Be comfortable communicating and dealing with individuals of varying seniority within organisations and the industry Communications oversight Oversee the delivery of the SSI communications strategy including budget management and drafting future budgets. Manage the production of comms outputs for the SSI, ensuring consistency with its brand identity and communications strategy e.g. quarterly newsletters, progress reports, SSI website, filming,public events. Co-ordinate and chair the Communications Working Group (approx. 6 oranisatiosn represented), including coordination of regular The SSI team has good systems in place and runs efficiently. SSI members are informed and happy with the direction and implantation of the SSI strategy. Effective and responsive communications with others interested in the SSI. The SSI communications strategy is executed on time and to budget. The SSI creates more change through communications and influencing. It develops a strategic approach to comms, building an engaged audience and developing a reputation for thought leadership. The SSI produces innovative, engaging comms outputs which reflect the SSI brand and are delivered on time, on budget and are of a high standard. Strategic communications priorities

5 meetings/calls, building and maintaining positive working relationships with SSI members comms representatives, and providing updates on communications for the SSI Steering Group, either in writing or by attending SG meetings. Liaise with all members comms teams, to ensure timely production, review and sign-off of key comms outputs and media releases. Website management Maintain and develop the SSI s branded digital channels, including: the website, the quarterly newsletter and specific social media sites Manage the SSI s relationship with digital suppliers, develop briefs for further development and oversee implementation of work. Management and oversight of external suppliers and sub-contractors Commission external suppliers (e.g. PR agencies, designers, film producers, copywriters), ensure that relationships with suppliers are well managed, and oversee quality, environmental credentials and cost effectiveness of suppliers producing outputs. Working with external suppliers, maintain and develop the SSI s media profile, including: print, broadcast and websites. for the SSI are set, communications opportunities and activities are prioritised and members provide smooth sign-off for key communications outputs. The SSI draws on its members communications expertise and resources to reach its target audiences and raise awareness of the SSI in the wider industry. All members are able to use their own channels, relationships and face-toface opportunities to communicate the project where relevant. The SSI reaches its target audiences globally and builds its reputation. It builds an active community through on-line activities and SSI members contribute to and advocate our work. SSI comms outputs are produced, within budget, to consistently high standards, and are appropriate to their audience and purpose. Suppliers and sub-contractors provide competitively priced and high-quality service, and enable the SSI to better reach its target audiences globally through a variety of communication channels and create greater change. SSI involvement Cultivate a strong SSI team with a shared sense of responsibility including creation of an effective learning, team building, and information sharing culture that supports the SSI values. Contributing to the development and maintenance of SSI learning and knowledge management processes and systems, including information storage and sharing, to capture and share learning from our activities. The new SSI organisation builds a positive, values-led and learning culture. The SSI effectively captures learning from its activities to build on in future. SSI members have easy access to case studies, success stories and learning from the projects. D. PERSON SPECIFICATION

6 Essential qualities with between 3-5 year s experience of the following: Experience of managing complex multi-stakeholder projects Experience working with multinational organisations Demonstrable relevant experience in o Project & budget management o Administrative experience o Events management o Numerate experience with budgeting and tracking financial data o Communications project management, including commissioning and management of suppliers o Website management Understanding of and commitment to the 2040 Vision and development of the SSI Systematic, meticulous and quick worker, with attention to detail Ability to use initiative, be self-motivating and innovative, and work without close supervision Enthusiasm, flexibility and good team worker, ability to work under pressure Excellent time management and organisational skills, ability to multitask effectively, prioritise and plan ahead Ability to cope with a demanding workload and prioritise tasks Highly IT competent, in particular in MS Office including Word, PowerPoint, Excel; MS Outlook; internet navigation; contact databases; and social networking Excellent written and oral communication skills, including ability to produce and contribute to a wide range of documents to tight deadlines and to consistently high standard (including reports, briefings, spreadsheets, presentations, workshop materials) Ability to communicate effectively with external parties Ability to produce well-designed written/visual materials for use in workshops, marketing, business development etc. Strong aptitude for visual design Ability to supervise interns and volunteers Applicants must be eligible to work in the EU. Desirable Some experience and knowledge of sustainable development Some experience and knowledge relating to the shipping industry A personal commitment to the values of sustainable development An understanding of knowledge management Some social media skills Experience of growing a new organisation Knowledge of learning and evaluation techniques e.g. action learning International experience and a second language E. JOB DESCRIPTION AGREEMENT Job Holder s Signature Date: Manager s Signature Date: