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Ashoka Arab World

Terms of Reference Diaspora Assistant

Background: Ashoka’s mission is to create a competitive, entrepreneurial, and globally integrated citizen sector and to develop the profession of social entrepreneurship. Since 1981, Ashoka has identified, invested, and brought together more than 3000 leading social entrepreneurs in more than 70 countries around the world. In the present political and social state in many of the countries of the Arab World, Ashoka is well placed to help leading social entrepreneurs step forward with leadership and ideas for a more open, developed, and promising future. Position Title: Diaspora Assistant (DA) Reports To: Ashoka Regional Director (RD) Employment: Full time Office hours: 9 am to 5 pm (unless assigned to stay later fulfilling work requirements) Working days: Five working days from Sunday till Thursday where Friday and Saturday are off (unless assigned to attend on weekends fulfilling work requirements) Tasks: General tasks: The Diaspora Assistant (DA) provides continuous unconditional support to the Arab World Regional Director (RD) in helping her develop and implement the Global Diaspora Strategy for Ashoka. Ashoka’s Global Diaspora Initiative aims to engage selected leaders from the different Diasporas around the world through a team of teams that places Empathy at the forefront of their and society’s priorities with the aim of tipping the world and transforming it to an EACH society. This post calls for flexibility, excellent interpersonal skills, project coordination experience, excellent communication skills (oral, written), fundraising experience and the ability to work well with all levels of internal management and staff, as well as outside partners. Specific tasks for DIASPORA 1. Develop knowledge management systems for Ashoka’s Arab World Diaspora fundraising

efforts a. Organize, update and create files of Ashoka’s Arab World Diaspora prospect

and donor history and current activities. This includes to create a list and tracking document of all past and current Arab World Diaspora prospects and donors with time line, grant purpose, grant amount, funding cycles, and reports already submitted and to be submitted by Ashoka (soft and hard copies)

b. Prepare quarterly report to Arab World Executive Team 2. Manage carefully and responsibly, Ashoka’s Arab World current relationships with

Diaspora prospects, donors and partners a. Prepare all due reports for Diaspora prospects, donors and partners as required.

This includes narrative, graphics, and financial reports

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b. Create a report tracking system with updated information on pending reports and submitted reports

c. Follow-up with current Diaspora prospects, donors and partners’ requests as needed

3. Develop and Enhance Engagement Strategies for Diaspora prospects and current donors and partners

a. Research all prospects tracked in the prospect tracking document (mentioned above). Research could include but is not limited by philanthropic and business interests, backgrounds, likes, etc.

b. Write all required funding proposals (graphics, narrative, budgets) c. Developed all required engagement strategies. This includes Diaspora

prospect/donor identification, mapping and profiling, strategy creation and implementation

4. Coordinate Global Diaspora Leader/ Regional Director trips related to Diaspora a. Research potential prospects b. Draft letters to reach out to prospects and set up meetings c. Set up meetings and follow-up with schedule in collaboration with Executive

Assistant d. Create appropriate packages for meetings

5. Design new phase of Ashoka Diaspora social media a. Research Ethnic media, create a list of Ethnic media partners b. Create and moderate Ashoka Diaspora’s social media outlets: FB, Twitter,

Google-alerts c. Create and update and maintain Ashoka Diaspora Youtube Channel d. Identify and activate additional use of internet-based media and marketing tools e. Prepare monthly email newsletters and send to Ashoka Diaspora network and

contacts. f. Other innovative digital media channels

6. Research and Proposal Writing a. Prepare research-briefs for potential donors and strategic partners b. Participate under supervision of Regional Director and in coordination with

Development Officer (when needed) on proposal-writing for funding from various donor-organizations and private contributors.

c. Provide research support for Venture, if necessary. Assist in background research for potential candidates, re-writing and editing of profiles.

d. Provide other research support upon request of Regional Director 7. Diaspora Correspondence:

a. Under supervision and in support to RD as the Diaspora Global Leader, the DA will coordinate and follow-up on all correspondence related to Diaspora strategy, between the RD and Ashoka Global, other Ashoka country offices, partners, other external parties and the staff of the office.

b. Send out specific Diaspora RD's emails to appropriate Ashoka Arab World staff members, as requested by the RD.

c. Type and send out specific Diaspora correspondence to appropriate internal and external audiences, only as requested by the Regional Director.

8. Scheduling: a. Set up a monthly Diaspora call with Global Diaspora team. b. Schedule and coordinate the RD’s appointments and meetings for Diaspora in

collaboration with the Executive Personal Assistant. 9. Communication: Draft under the direction of the RD Diaspora emails, letters, presentations,

etc (as requested by her), to donors, partners, external parties, Ashoka Global, and others. 10. Meetings and events:

a. Lead and be the focal point for planning, organization, and execution of our Diaspora events

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b. Lead or provide support to other fundraising events as needed c. Assist RD and Development officer to setup Diaspora meetings related to

Diaspora, and provide proper follow-up afterward d. Take notes on and follow up with action items after all Diaspora meetings of RD.

11. Filing: Organize the Diaspora files in hard and soft copies. Also, file the Regional Director's personal things. Organize and update the files on the RD's computer and laptop and ensure that all proposals, reports and other important documents are on her computer, laptop and flashdrives.

12. Perform any other tasks assigned by the Regional Director and Development Officer. Performance management 13. Together with her/his supervisor, the staff member will develop a performance agreement

at the beginning of her/his term. This agreement will include goals, measures and expected results and will be the baseline for the performance review to take place after the first six months and the end of the year.

14. Together with her/his supervisor, the staff member will develop her/his workplan for the year with goals with bi-annual, quarterly and monthly targets.

15. A monthly report with all activities against objectives and concrete targets will be sent to supervisor for signature and approval and then, to finance on the 25th of each month.

16. Staff member will send a weekly time-sheet to be sent at the end of Thursdays to the Operations Manager and supervisor.

Qualifications:

Education: B.A. in a relevant field Experience: 2 years of relevant field experience is required Language: Native fluency in written and spoken English

Proficiency in written and spoken Arabic a plus Required Skills: Excellent writing and research skills Excellent communication (written and oral) skills Fundraising skills Proficiency in Microsoft applications including Word, Excel, Power Point, etc Strong conceptual and analytical skills Excellent organization and problem-solving skills Ability to multitask Great attention to detail The Person: Must be creative within her/his scope of work and very resourceful in problem solving Must understand Ashoka’s vision and work. Must demonstrate her/his commitment with social change. Must be a deeply trustworthy person. Must be service-oriented and flexible. Must be detail-oriented and able to manage multiple high-priority tasks at once. Must be a team player with a high level of commitment. Must maintain cooperative working relationships and interact with others in a helpful,

courteous and friendly manner. Must demonstrate sensitivity to, and respect for, a diverse population and be able to work

with persons of different cultural and ethnic backgrounds across all areas of the world.

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Work Conditions: We work normal office hours (9 a.m. until 5 p.m., five days a week). However, sometimes

we work until 6 or 7 p.m., during major events, we work until 8 or 9 p.m. and on other occasions, we work during holidays, if necessary.

THANK YOU FOR READING AND ACCEPTING THE TERMS OF REFERENCE LISTED ABOVE. IF YOU ARE IN AGREEMENT, PLEASE SIGN BELOW: Acknowledged (staff member): Date: Acknowledged (Executive Team member): Date: