Category archives: CVA Recruitment

CVA Administrative Officer – Terms of reference

Job Description

Working under the supervision of the Executive Director, the Administrative Officer will perform a variety of administrative and clerical services and will be able to communicate verbally and in writing in both Canada’s official languages. The incumbent will be required to take direction and initiatives to support the completion of the CVA’s mandates and objectives. This part-time position offers independence and flexibility in hours, and significant variety in a range of administrative tasks. The Administrative Officer will work from a home office.

Responsibilities

CVA DACUM Training and Certification Programs

In compliance with the policies and procedures governing the CVA DACUM training and certification programs, the Administrative Officer will:

  • Coordinate the annual scheduling of public DACUM training workshops in Canada and internationally
  • Provide assistance in the promotion and publicity of each scheduled DACUM training workshop
  • Answer queries relative to the CVA DACUM Training and Certification Programs
  • Formally acknowledge reception of individual registrations
  • Maintain records of individual registrations per scheduled DACUM training workshop
  • Provide registration updates to the CVA DACUM Training Program Coordinator and to the designated CVA DACUM trainer
  • Officially confirm or cancel a scheduled workshop following consultation with the CVA DACUM Training Program Coordinator and the designated DACUM trainer
  • Prepare, email invoices to registered participants and perform follow-ups when necessary
  • Prior to each training workshop, prepare and send completion (attendance) certificates via postal mail or through other means to the designated DACUM trainer
  • Prepare and send certificates to individuals having successfully completed a CVA competency-based certification program
  • File DACUM trainers’ report following completion of each DACUM training workshop
  • Maintain individual record of certification candidates
  • Maintain lists of individuals having completed DACUM training modules
  • Maintain a waiting list of individuals having formally registered or sent an expression of interest but having yet to receive training
  • Maintain a list of CVA certified DACUM Analysis Facilitators
  • Maintain a list of CVA certified DACUM trainers
  • Participate in revising the current policies and procedures

 CVA Board and Executive Director

 The incumbent will assist the CVA Board and the Executive Director in exercising their roles and duties by accomplishing the following tasks:

  • Assist the President and the Executive Director in planning and preparing the Annual General Meeting (AGM) and Board meetings/conference calls
  • Assist in the development of the CVA budget and ensure spending remains within acceptable variances
  • Prepare and produce the monthly financial report
  • Prepare financial, expenditures and payment authorization, forms, and administrative documents for authorization by the Executive Director, the President or any other designated CVA Officer
  • As AGM secretary, write and disseminate the AGM minutes
  • Participate in the CVA’s strategic and operational planning sessions  

General Administrative Activities 

  • Prepare and distribute correspondence and membership information
  • Produce and/or assist in the production of all required internal and external reports
  • Store, retrieve and disseminate information
  • Provide updates to the Information and Knowledge Manager
  • Develop or maintain an accurate and up to date records management system (including classifying and coding electronic and hardcopy files)
  • Manage office supplies stock and place orders
  • Participate in the creation/revision of databases and/or processes to accomplish tasks
  • Update office policies as needed 

Requirements

  • Strong interpersonal skills
  • Excellent written and verbal communication skills in both Canada’s official languages
  • Strong organizational skills with a problem-solving attitude
  • Attention to detail
  • Proven work experience as an Administrative Officer or similar role
  • Solid knowledge of office procedures
  • Experience with office management softwares and communication technology
  • High school diploma; additional qualifications in office administration are a plus

17 March 2018

CVA Executive Director – Terms of reference

Job Description

The Executive Director is responsible for the successful leadership and management of the Canadian Vocational Association (CVA) according to the strategic direction set by the Board of Directors (for Canadien citizens).

The primary responsibilities of the CVA Executive Director are the following:

 Leadership

  • To participate, with the Board of Directors, in developing a vision and strategic plan to guide the organization
  • To act as professional advisor to the Board of Directors on all aspects of the organization’s activities
  • To conduct official correspondence on behalf of the Board as appropriate and jointly with the Board when appropriate

 Operational planning and management

  •  To develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the CVA
  • To oversee the efficient and effective day-to-day operation of the organization
  • Under the direction of the Chair, to provide support to the Board by preparing meeting agenda and supporting materials

 Program and project management

  • To oversee the implementation and evaluation of the organization’s programs and services
  • To ensure that the programs and services offered by the organization contribute to the organization’s mission and reflect the priorities of the Board
  • To oversee the implementation, execution and evaluation of special projects, in particular DACUM/CBET projects

 Human resources management

  • To determine staffing requirements for organizational management and service delivery
  • To recruit, interview and select staff that have the right technical and personal abilities to help further the organization’s mission especially as this pertains to DACUM/CBT development and training

 Financial resources management

  •  To work with staff and the Board to prepare a comprehensive budget
  • To work with the Board to secure adequate funding for the operation of the organization through the development of partnerships and training projects
  • To research funding sources, oversee business development and write funding proposals to increase the funds of the organization
  • To approve expenditures within the authority delegated by the Board
  • To ensure that sound bookkeeping and accounting procedures are followed
  • To administer the funds of the organization according to the approved budget
  • To monitor the monthly cash flow of the organization
  • To provide the Board with comprehensive, regular reports on the revenues and expenditure of the organization
  • To ensure that the organization complies with all legislation covering taxation

Community relations/advocacy

  • On matters delegated by the Board, to act as a spokesperson for the CVA
  • To establish good working relationships and collaborative arrangements with businesses, community groups, funders, politicians, and other organizations to help achieve the goals of the organization

 Risk management

  • In discussion with the Board, to identify and evaluate the risks to the organization’s people, property, finances, and reputation and implement measures to control risks
  • To ensure that the Board of Directors and the organization carries appropriate and adequate insurance coverage
  • To ensure that the Board and staff understand the terms, conditions and limitations of the insurance coverage

 Personal Competencies

 The Executive Director should demonstrate competence in all of the following:

  • Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency.
  • Behave Ethically: Understand ethical behaviour and business practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization
  • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
  • Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
  • Lead: Positively influence others to achieve results that are in the best interest of the organization
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information
  • Think Strategically: Assess options and actions based on trends and conditions in the environment, and the vision and values of the organization.

Qualifications

  • A minimum of 5-year experience as manager in non-profit/voluntary organizations
  • Ability to exercise leadership and apply management principles as they relate to non-profit/ voluntary organizations
  • Ability to manage finances as they relate to non-profit/voluntary organizations
  • Ability to manage projects as they relate to non-profit/voluntary organizations
  • Use of IT common applications (email, internet, social media) and computer softwares such as Word Processing, Spread Sheet, Power Point.
  • Education: preferably, a university degree in a related field
  • The ability to communicate verbally and in writing in both English and French will be considered as an important asset

 Executive Director’s Primary Mandates
During Fiscal Years 2018-19 and 2019-20

  •  Increase the demand for CVA’s DACUM training and certification in Canada and internationally
  • Expand training and service offerings pertaining to the DACUM / CBT model
  • Increase CVA’s annual net revenues by 25 000$
  • Create partnerships in Canada and internationally, particularly in DACUM and CBT activities
  • Create/maintain a solid communications strategy

 Employment Status

A part-time contractual status with potential to evolve to a full-time function

Remuneration

 An annual remuneration of 25 000$ CAD. Each year, upon satisfactory execution of the mandates assigned by the CVA Board to the Executive Director, the CVA Board may also elect to grant her/him a bonus equivalent to 35 % of the CVA’s annual net revenue portion exceeding $60 000

Update 4 April 2018 

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