Job Title: Stewardship Compliance Reporting Assistant– South Asia and South East Asia
Area: South Asia and South-East Asia
Reports to: Senior Coordinator /Manager, Legal and Stewardship, Rotary International South Asia Office, New Delhi
Rotary International Overview
Rotary unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities. Each year, Rotary members invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world. In exchange for hard work and dedication in support of Rotary's clubs and humanitarian initiatives, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://www.rotary.org.
Rotary International South Asia Office Overview
Rotary International South Asia Office (RISAO) provides services to more than 9000 Clubs and close to 3 lakh Rotary members spread in 7 countries in South Asia i.e. India, Nepal, Bangladesh, Pakistan, Sri Lanka, Bhutan and Maldives beside assisting Rotary International headquarters located in Chicago, IL, USA by providing guidance/dissemination of Rotary's policies and procedures to Rotary leaders in South Asia, handles legal & stewardship issues & contributions received from India as well as financial reporting of Fiscal Agents in other countries in South Asia. RI South Asia Office embodies the beliefs, thoughts and practices of Rotary International. Our core values of trust, empowerment and teamwork is a reflection of the same. At RISAO, we believe in:
- Challenging ourselves to take initiative and be a part of the solution.
- Encouraging our employees to demonstrate accountability and a proactive attitude.
- Being professional in our interaction with customers
- Respecting, recognizing and appreciating individual performance while working in a team.
Rotary's Commitment to Diversity
As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.
General Overview
Primary responsibilities include providing administrative and operational support to the Stewardship Department, handling day-to-day tasks including record keeping, internal assistance in qualification of district, data analysis as per world reporting and supporting the TRF cadre of Technical advisers.
You Will Have
- Bachelor's degree in accounting/ finance
- Minimum 2 years of experience
- Good written, verbal, and interpersonal communication skills
- Firm commitment to provide excellent customer service to internal/external contacts
- High attention to detail and commitment to accuracy
- Ability to work in a volunteer-led organization
- Ability to adapt to a changing environment.
You Are Good At
- Written and oral communication
- Showing attention to detail
- Prioritizing workload
You Will Be Responsible For
District Support, Communications and Trainings
- Assist the senior coordinator in the annual District Qualification renewal process - providing support to incoming district officers (standard e-mail) and sending reminder notifications.
- Generate BI report and provide status updates of South Asia and South East Asia and the Pacific region to the Coordinator during the District Qualification period.
- Assist the senior coordinator in examining the inaccuracies in the BI report where district statuses are incorrectly displayed as unqualified.
- Follow up with districts on the upcoming grant management seminar schedule and provide updates to the Manager.
- Assist the team in performing World Reporting analyses and drafting letters.
- Draft communication for clubs and districts at the risk of suspension for follow-up with internal and external stakeholders.
- Provide regular status updates of clubs & districts risking suspension to the coordinator.
- Furnish data for districts to be recognized in July for coordinator's review.
- Draft certificates of excellence for Districts to be recognized.
- Compile data regarding grants overdue for 18, 24 and 30 months and provide monthly updates to the senior coordinator.
- Draft necessary correspondence for grants overdue at the 18-month and 24-month marks when needed.
- Review communications generated by the Smart Simple software to identify any deviations from established processes or procedures.
- Assist the team in examining the inaccuracies in Smart Simple communications and preparing a consolidated data.
Cadre Support and Trainings
- Assist coordinator regarding the cadre assignment process.
- Provide regular status updates of interim site visits to the coordinator.
- Assist coordinator in drafting quarterly assignments post for teams channel.
- Create digital link to grant files for cadre visits including audits.
- Maintain relevant soft copies on Sharepoint and SmartSimple and hard copy (if required)
- Assists with the coordination and hosting of informational and training webinars and in-person sessions for Cadre members and for district and regional leaders on Stewardship activities.
- Drafting and sending appreciation notes to cadres
Customer Service
- Respond to cadre mailbox and stewardship mailbox as per the standard correspondence.
- Assist the Coordinator in crafting targeted communications for district, regional leaders, and specific audiences through platforms like Adestra, newsletters, etc.
- Submit content for copyedit, and localization in case of newsletter updates.
- Act as backup for team during busy periods and staff absences, as assigned.
- Save all documents and supporting documents in the folders for future reference and compliance per the Retention Policy.
Leadership Attributes
- Communication: Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood.
- Collaboration: Builds partnerships and works jointly with others to meet shared objectives.
- Presence: Demonstrate composure and confidence.
- Productivity: Able to generate results that moves Rotary toward achieving its goals.
- Innovation: Think beyond traditional ways of thinking
- Adaptability: Respond to changes willingly and recognize when to adjust based on the situation
- Accountability: Have a clear sense of ownership and take personal responsibility for actions.
- Global Perspective: Anticipate trends in the global humanitarian sector to focus Rotary's efforts appropriately.
