IMPORTANT NOTICE - DATE SENSITIVE

Posted by Gord Hankin 
on Aug 12, 2013
 

Expression of Interest   –   Administrative Support Services - Rotary District 7820

This constitutes a call to those interested in providing Expressions of Interest for the provision of a  proposal for contract services as identified in the following, terms of service, time requirements and specific service requirements for the operation of the Rotary District Administrative Office (Support Service).

 

Priority Objectives:

This is a contract position. The individual/and or staff reports to the District Governor while working closely with the Rotary Clubs, District Executive, District Board of Directors District Treasurer, District Secretary, and Members of the District Leadership Team. The position is responsible for ensuring:

·      Effective communication within District Leadership and between Clubs in Rotary District 7820

·      Full administrative services in support of District Leadership, Clubs, District Team and Rotary International

·      Maintenance of a virtual online communication presence

·      Timely reporting between Clubs, the District and Rotary International

·      Effective project management support to ensure priorities within the District Strategic Plan are being met

·      District Records are maintained and held in archives.

 

Terms of Service:  

This is a fee for service contract to provide up to 15 hours of administrative support per week, for up to 45 weeks per year. The amount of the contract is not to exceed $12,000.00 per year to be paid monthly upon receipt of the Monthly Activity Report by the District Treasurer.

 

Time Requirements:

This is a three year contract to commence 1 November 2013 for three consecutive years 2013-2014 to 2016-2017, ending October 31, 2017.

Specific Service Requirements:

Ensures all Club information is up to date and accessible

Liaise with Clubs requesting, obtaining, and circulating information

Assist in maintaining and providing information to the District Web Site operating on Club Runner

Ensures the District Governor has all the necessary information for club visits and consults with clubs to obtain additional information as required

Supports the District Governor Elect to implement the District Strategic Plan

Acts as a resource coordinator for Assistant Governors and other members of the District Leadership Team

Assists the District Treasurer with financial matters as applicable to the District

Assists the District Trainer and District Leaders in organization and coordination of training events, including Assistant Governor Training, PETSSETS, Area Mini Conferences and the District Conference 

Assists with Go-To Meetings and other methods of communication within the District

Supports District Leadership, Clubs and Rotarians to take full advantage of opportunities for awards and recognition, including:

  • District Governor’s Citations
  • Presidential Citations
  • Paul Harris Fellowships and Paul Harris Society
  • True Rotarian Award
  • Significant Achievement Award
  • Donald Mac Rae Peace Award – Zone 24
  • Rotary World Peace Fellowships
  • Rotary Peace and Conflict Study Scholars
  • Rotary International Awards
  • PDG Heart of the District Award
  • Other awards as developed

Ensures lists of award recipients are maintained, accessible and published as appropriate

Ensures complete, accurate and up to date District Records are kept and are accessible to Clubs and District Leadership for future endeavors.

 Other:

Knowledge of Rotary policy and procedures is not required but is considered an asset.

Bidder providing the most appropriate contract proposal will be chosen by the District Executive

Contract submissions are required by August 30th, 2013.

Forward to: PDG Robert Moffatt

At  rkm7w@pei.sympatico.ca    902 629 0211 (Position History and additional information available) 

Dated at Charlottetown, PEI, August 12th, 2013